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.Under the direct supervision of the Regional Sub-Programme Coordinator for Climate Change and Resource Efficiency, the programme assistant will support the further development and implementation of resource efficiency sub-programme with focus on the implementation of 'EU4Environment' project.
Under the direct supervision of the Regional Sub-Programme Coordinator for Climate Change and Resource Efficiency, the programme assistant will:
- Provide assistance in support of planning and implementation activities/processes for, typically, a large and highly complex component of the departmental programme/project initiatives.
- Research, compile, analyse, summarize, and present basic information/data on specific programmes/project and related topics.
- Assist in the coordination of programme/project planning and preparation; monitor status of programme/project proposals; take necessary action to ensure project documents are completed and submitted to relevant parties for approval.
- Assist in the preparation and analysis of programme/project budget proposals; provide assistance in the interpretation of budget guidelines; review and coordinate submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepare reports and ensure that outputs/services are properly categorized.
- Assist in the monitoring and evaluation of programmes/projects; categorize, update, track and analyse data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carry out periodic status reviews, identify issues and initiate requisite follow-up actions; prepare revised budget estimates; report on budget revisions, expenditures and obligations, verify availability of funds; ensure necessary approval and entry in computerized budget system; initiate financial authorizations for expenditures.
- Collaborate with programme/project managers on performance reporting; liaise with relevant parties on the interpretation of the activities/services scheduled in the PB and various planning instruments such as the medium-term plan and internal work plans; provide assistance on reporting requirements, guidelines, rules and procedures and ensure completeness and accuracy of data submitted.
- Draft programme/project summaries, coordinate review and clearance process, and coordinate with editor, translation services, etc. on finalization and publication of report in multiple languages.
- Serve 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, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
- Prepare, maintain and update files (electronic and paper) and internal databases; design and generate a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
- Draft correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepare unit contributions for a variety of periodic reports.
- Perform other duties as assigned.
Knowledge of internal policies, processes and procedures generally and in particular those related to programme/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. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Planning & 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.
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.
High school diploma or equivalent is required.
- Additional training in office administration, office management, project management or other related field is required.Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. The GGST is administered to applicants when required before the administration of a written assessment and/or interview.
- A minimum of 7 years in programme or project administration, technical cooperation or related area is required.
- Experience in working with an international organization is desirable.
- Experience in drafting correspondence, communication materials, and project reports is desirable.
- Experience in assisting in the preparation of budget for a large scale project is desirable.
- Experience in conducting research and presenting information and data is desirable.
- English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of Russian is desirable.