Programme Management Assistant at United Nations Environment Programme (UNEP)

Responsibilities

• Assists in the coordination of programming and provide support across all phases of GEF project cycle, including quality assurance coordination (e.g., appraisals and screenings), pipeline management (e.g., submissions, reviews, reporting), and follow-ups.
• Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues.
• Reviews project and concept submissions, for completeness and compliance with relevant rules and procedures prior to submission on onward consideration; identifies inconsistencies; distributes project related documents to relevant parties upon approval.
• Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
• Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational unit to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services.
• Compiles, summarizes and enters data and information related programme/projects, including maintaining internal databases such as the GEF Coordination registry; drafts related status reports, identifying shortfalls in information, and brings to the attention of management.
• Drafts correspondence on pipeline-related issues (submissions and Work Programme) and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets.
• Provides general office assistance; assist in human resource services; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing.
• Prepares standard terms of reference, obtains necessary clearances, acts as ex-officio in competency-based interview panels, prepares interview panel reports,
• Resolves issues related to recruitment and appointment of personnel, travel arrangements, organization of and participation in training, authorization of payments, disbursement of funds, procurement of equipment and services.
• Provides secretariat services to committees, working groups, ad hoc tasks forces, etc.; drafts and circulates agenda notes to; assembles background documentation; drafts minutes of the meeting; monitors follow-up actions.
• Provides guidance/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.
• Performs other duties as assigned.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of five (5) years of experience in programme or project administration, technical cooperation or related area is required.
• The minimum number of years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree.
• Experience working within programmes and projects related to Global Environment Facility programmes / projects is desirable.
• Experience working with enterprise resource planning (ERP) such as SAP is desirable.
• Experience working within the United Nations Common system or a similar international organization is desirable.
• A minimum of one (1) year or more of experience in data analytics or related area is desirable.