Programme Assistant, UNEP Job , Nairobi

Closing Date: Sunday, 25 April 2010

Programme Assistant, G-5
DEADLINE FOR APPLICATIONS:	25 Apr 2010
DATE OF ISSUANCE:	26 Mar 2010
ORGANIZATIONAL UNIT:	United Nations Environment Programme
DUTY STATION:	Nairobi
VACANCY ANNOUNCEMENT NUMBER:	10-PGM-UNEP-423927-R-NAIROBI

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment. Staff members are subject to the authority of and assignment by the SG. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Remuneration Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Responsibilities The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. UNEP is one of three implementing agencies of the Global Environment Facility (GEF), alongside the World Bank and the UN Development Programme (UNDP). The GEF helps developing countries and those with economies in transition to meet the agreed incremental costs of measures designed to achieve global environmental benefits in six focal areas: biological diversity, climate change, international waters, ozone layer depletion, land degradation and persistent organic pollutants.This post is located in UNEP/DGEF in Nairobi. Under the supervision of the Senior Programme Officer, the incumbent will perform the following tasks:1. Provision of support to project development activities: Assists in the preparation and formatting of project proposals; Maintains a registry of project correspondence and progress reports; Prepares and disseminates correspondence and project documents; Compiles, summarizes, and presents basic information on specific programmes, projects and topics; Reviews project documents, cost plans and budgets; Ensures quality control of documents; Distributes project documents to parties and maintains project files; drafts status reports. 2. Provision of support to project implementation activities: Responsible for tracking monitoring, evaluation status and documentation; Manages database of individual country project files; Reviews periodic administrative/financial reports and funds transfer papers;Maintains expenditure information, liaising with Funds Management Officers as necessary; Provides administrative coordination of programme/project implementation activities, obtain clearances for internally executed projects. 3. Process and follow-up on administrative actions; maintaining focal area databases and undertake database tracking of pipeline and portfolio projects; Hard archive manager; Coordinates library and archive documentation and knowledge products; Provides general office assistance; responds to information requests and inquiries; reviews, logs and routes incoming correspondence; Coordinates routine administrative tasks; Undertakes informal translations of short documents; Provides staff with administrative support; Organizes meetings and workshops, and assists focal area team to;a) Prepare slides and transparencies for workshops;b) Ensure availability of conference equipment during workshops; c) Prepare pre-encumbrance for workshop equipment and services;Prepares travel arrangements, approvals and reports; Tracks financial reporting for projects and time sheet recording; Assist Senior Programme Officer to prepare yearly business plans; Provides back up support to other programme assistants; Briefs out-posted programme assistants on focal area specific issues providing guidance on project, program, team management and communication; Takes minutes of focal area meetings.4. Support GEF and UNEP Corporate Activities: Assist in collecting, analyzing and organizing information for business planning; Performs other duties as assigned.

Competencies Professionalism- Commitment to quality performance, demonstrated use of initiative and ability to interpret and apply administrative rules and procedures. Ability to research, select, organize and summarize information. Ability to manage processes, conscientious and efficient in meeting commitments; observe deadlines and achieve results; show persistence and motivation when faced with difficult problems or challenges; remain calm in stressful situations. Communication- Speak and write clearly and effectively; listen to others, correctly interpret messages from others and respond appropriately; ask questions to clarify, and exhibit interest in having two-way communication; tailor language, tone, style and format to match audience; demonstrate openness in sharing information and keeping people informed. Teamwork- Work collaboratively with colleagues to achieve organizational goals; solicit input by genuinely valuing others’ ideas and expertise; willing to learn from others; place team agenda before personal agenda; support and act in accordance with final group decision. Planning and Organizing- Develop clear goals that are consistent with agreed strategies; identify priority activities and assignment; adjust priorities as required; allocate appropriate amount of time and resources for completing work; foresee risks and allow for contingencies when planning; use time efficiently.

QUALIFICATIONS

Education Completion of secondary education is required. Supplementary training in management or public administration is desirable.

Work Experience Minimum of five years or responsible work experience in the field of programme or project administration, technical cooperation or related area preferably with an international organization.

Languages 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 other United Nations languages an asset.

Other Skills Excellent computer skills (Microsoft Office, email, internet) are required. IMIS skills are desired.

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). English and French are the two working languages of the United Nations Secretariat. The United Nations Secretariat is a non-smoking environment.THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.

How to apply All applicants are strongly encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. Because applications submitted by United Nations (UN) staff members are considered first, provided the eligibility requirements set out in ST/AI/2006/3 are met and the application is submitted in a timely fashion, staff members should apply within 15-day or 30-day mark. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please go to “My UN” page and check the status of your application by clicking on “View Application History”, and resubmit the application, if necessary. To start the application process, applicants are required to register by opening a "My UN" account. Go to Login, and Register as a User. Fill in the form and choose a User Name and Password. After opening the account, applicants may apply for vacancies using the Personal History Profile (PHP) provided. Once the PHP has been completed for a particular vacancy, it can be saved and used for future applications. The PHP may be up-dated, when necessary, for future applications. In completing the PHP, please note that all fields marked with an asterisk must be completed. UN staff members must submit scanned copies of their two latest Performance Appraisal System (PAS) reports at the time of application to the appropriate Human Resources Office (HRO)/Personnel Office (PO) to the email address below, clearly indicating the vacancy announcement number. In case you have no access to the digitizing equipment, please submit hard copies of the two latest PAS reports to the relevant HRO/PO via fax. E-mail: Recruitment@unon.org, Fax: 254-20-762-4212 Please see the Frequently Asked Questions, if you encounter problems when applying.