Programme Management Assistant, G6

Org. Setting and Reporting

The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system, and serves as an authoritative advocate for the global environment “The position is located in the Law Division, Ozon Action Branch, in the Compliance Assistance Programme (CAP) team for South Asia (SA) in Bangkok, Thailand. Under the overall supervision of the Head of Ozon Action Branch and the direct supervision of the Regional Coordinator of the Montreal Protocol Network for South Asia (SA), the incumbent will perform the following duties and responsibilities:

Responsibilities

• Provides assistance in support of planning and implementation activities/processes for, typically, a large and highly complex component of the departmental programme/project initiatives. • Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics. • Assists in the coordination of programme/project planning and preparation; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval. • Assists in the preparation and analysis of programme/project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized. • Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures. • Collaborates with programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled in CAP programme for SA region and various planning instruments, provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted. • Drafts programme/project summaries, coordinates project review and clearance process. • Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements in UMOJA, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc. • Prepares, maintains and updates files (electronic and paper) and internal databases. • Drafts correspondence and communications related to all aspects of programme/project administration, including workplan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports. • Assists with logistical arrangements for meetings and workshops including participant registration, travel and DSA payments. • Maintains tracking tables related to projects, contracts, payments, translations and follows up as needed. • Assumes responsibility for administrative and financial actions in UMOJA and other IT tools including IPMR, expenditure recording, financial authorizations, iNeed requests, management of business partners and bank details. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures. • Performs other duties as assigned

Competencies

PROFESSIONALISM: Knowledge of internal policies, processes, and procedures, particularly in programme and project administration, implementation, and evaluation technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education

High school diploma or equivalent,

Job - Specific Qualification

Relevant training in office electronic equipment, MS Word, Excel, and PowerPoint is desirable.

Work Experience

A minimum of seven (7) years of experience in programme or project administration, financial management technical cooperation or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates with a first-level university degree or higher. Experience working with an Enterprise Resource Planning (ERP) system, such as Umoja is desirable. One (1) year or more of experience in data analytics or related area is desirable. Experience working in the United Nations common system or similar international organization is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

Required Languages LanguageReadingWritingListeningSpeakingEnglishUN Level IIUN Level IIUN Level IIUN Level II Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice Appointment against this post is for an initial period of one (1) year and may be subject to extension. External candidate selected for this position will be granted a fixed-term appointment limited ("FTAlimited") in accordance with section 2.2 (b) of administrative instruction ST/AI/2013/1 on Administration of fixed-term appointments. Renewal of appointment is contingent upon continued existence of mandate and availability of funding. If this position is discontinued, the incumbent will be separated from service. United Nations Secretariat staff members who meet the definition of "internal candidate" in staff rule 4.10 who are selected for this position will be reassigned or transferred to the position, without a lien to their parent position. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. Inthis context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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