Programme Management Assistant

Organizational Context

The United Nations Environment Programme (UNEP) is the leading global environmental authority. Its Climate Change Division aims to provide strategic guidance and action for climate stability, supporting countries in mitigation and adaptation efforts. This role is situated within the Mitigation Branch, Global Funds Mitigation & Transparency Section in Brasilia, Brazil, reporting to the Administrative Officer.

Job Purpose

This Programme Management Assistant role supports the UNEP Climate Change Division's objective of delivering strategic guidance and high-impact action for climate stability. The incumbent will assist in coordinating programme and project planning, monitoring proposals, and reviewing project documents for compliance. Key functions include managing budget revisions, monitoring expenditures, liaising with partners for implementation activities, processing payments, and preparing financial closures. The role also involves collecting and analyzing data for reporting, knowledge management, and decision-making, as well as assisting with information material updates and drafting correspondence related to financial and budget matters. The position contributes to the effective operational support of climate change initiatives within UNEP.

Responsibilities

Assists in coordinating programme and project planning, monitoring proposals, and reviewing documentation for compliance. Prepares and reviews budget revisions, verifies fund availability, and ensures proper entry in UMOJA. Monitors expenditures against approved budgets and prepares necessary adjustments. Coordinates project implementation activities by liaising with diverse units, initiating requests, and following up on operations. Reviews partner reports, processes fund disbursements, and arranges travel. Prepares financial closure for projects. Collects and analyzes data for reports, presentations, and decision-making, and assists with updating information materials. Manages payment processes, including reviewing cash advance requests, guiding executing agencies, and preparing payments. Handles queries on payment and funding issues and maintains electronic documentation archives. Organizes meetings, prepares briefing notes and minutes, and drafts correspondence on financial and budget matters.

Work Experience

A minimum of five years of progressive experience in administration, finance, or budget support for project operations is required (three years with a first-level university degree). Experience in analyzing project financial data, grant management, donor reporting, and using ERP systems like UMOJA is essential. Familiarity with UN financial rules and regulations or IPSAS is also required. One year of experience in data analytics is desirable.

Skills

Proficiency in programme and project management processes, including budget preparation, financial monitoring, payment administration, compliance review, and reporting. Ability to analyze, model, and interpret data. Strong teamwork and collaboration skills. Excellent planning and organizational abilities, including setting goals, prioritizing tasks, managing resources, and anticipating risks.

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