Programme Management Assistant (part-time 50%)

Organizational Context

The Convention on Migratory Species of Wild Animals (CMS) is a global intergovernmental treaty focused on conserving migratory species and their habitats. It supports numerous related instruments and provides secretarial functions for agreements like ASCOBANS, AEWA, and EUROBATS, co-located in Bonn. UNEP provides administrative functions for these Secretariats. This part-time role is situated within the CMS Secretariat in Bonn, Germany, supporting its mandate.

Job Purpose

The Programme Management Assistant plays a crucial role in supporting the CMS Secretariat's mission to conserve migratory species and their habitats. This position ensures the efficient coordination and implementation of various projects and programmes, contributing directly to the Convention's global mandate. The incumbent facilitates critical administrative and logistical processes, including project planning, monitoring, grant management, procurement, and financial tracking, ensuring compliance with established rules. Furthermore, the role is essential for the seamless operational organization of CMS Secretariat meetings, encompassing logistics, document preparation, and participant support. By providing comprehensive general office assistance and aiding in data collection, analysis, and presentation, the Assistant contributes to effective knowledge management, informed decision-making, and the overall operational efficiency required to advance the Convention's conservation objectives.

Responsibilities

The incumbent assists in the coordination of CMS projects and programmes by: planning, monitoring, and preparing project proposals; processing grants and partner information, including due diligence; reviewing project documents, budgets, and agreements for compliance; coordinating administrative actions for implementation (personnel, travel, payments, procurement up to $10,000); compiling data, drafting status reports, and identifying shortfalls or budget overruns. The role also assists in the planning, operational organization, and logistics of CMS Secretariat meetings by: organizing meetings and workshops, including travel and logistics; coordinating administrative actions for meetings; preparing meeting webpages, managing registrations, and creating participant lists; supporting document translation, ensuring UN document standards, and posting documents online; and providing support during meetings. General Secretariat office support includes: managing incoming/outgoing mail and correspondence, and the organization's email account; drafting meeting invitations and correspondence; preparing periodic reports, briefing notes, and statistical summaries; responding to information requests, maintaining contacts, files, and records; utilizing document databases; and providing guidance to new staff. Data-related responsibilities involve assisting with data collection, analysis, and preparation of presentations/reports for information sharing, knowledge management, planning, and decision-making, as well as supporting visualizations and updating information materials.

Work Experience

A minimum of five years of experience in programme/project coordination or general administration is required, reduced to three years with a first-level university degree. Required experience includes working with an Enterprise Resource Planning (ERP) system (e.g., SAP). Desirable experience includes at least two years in a multilateral environmental agreement secretariat, working within the UN common system, organizing stakeholder meetings, and one year in data analytics.

Skills

Professionalism: Knowledge of administrative support and project coordination policies, data analysis, and meeting preparation. Conscientious, efficient, persistent, and committed to gender equality. Planning and Organizing: Ability to set clear goals, prioritize tasks, allocate resources, foresee risks, monitor plans, and use time efficiently. Communication: Clear and effective verbal and written communication, active listening, ability to clarify, tailor messages, and share information openly.

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