Programme Management Assistant

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Description

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This position is located in the UNEP/Ecosystems Division/Marine and Freshwater Branch/Freshwater and Wetlands Unit at the Nairobi duty station.   Under the overall supervision of the Chief of Unit and the direct supervision of the Programme Management officer.

Responsibilities

• Provides assistance in support of planning and implementation of activities/processes for, the Freshwater and Wetlands Unit, on its 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.
• 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 in various planning instruments such as the medium-term strategy and internal work plans; provides guidance and ensures compliance with reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
• Drafts programme/project summaries, coordinates review and clearance process, and coordinates on finalization and publication of reports in multiple languages as needed.
• Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organizational unit 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, organization 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; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
• Drafts correspondence and communications related to all aspects of programme/project administration, including work plans, memos and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
• Provides guidance and training to new/junior staff.
• 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.

Requirements:

• A minimum of seven years of progressively responsible experience in programme or project administration, finance, reporting and project management is required.
• The minimum year’s of relevant experience is reduced to two (2) for candidates who possess a first-level university degree or higher.   
• A minimum of three (3) years’ experience with Enterprise Resource Planning (ERP) systems, Business Intelligence and project structures is required.   
• A minimum of two (2) years’ experience within the United Nations system or similar international organization is desirable.   
• Experience in organizing, systematic follow-up, use of tracking tools, and understanding of legal agreements, budgeting, and finance is desirable.   
• One (1) year or more of experience in data analytics or related area is desirable.
• English and French are the working languages of the United Nations Secretariat.
• For the post advertised, fluency in English is required. Knowledge of French is desirable.  

Source: https://careers.un.org/jobSearchDescription/259509?language=en

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