Programme Management Assistant
Organizational Context
The United Nations Environment Programme (UNEP) is the leading global environmental authority, setting the environmental agenda and promoting sustainable development within the UN system. The Environment Management Group (EMG), chaired by the UNEP Executive Director, enhances cooperation in environment and human settlements. This role is situated within the UNEP EMG Secretariat in Nairobi, supporting the EMG and the Sustainable UN Initiative (SUN).
Job Purpose
This role provides crucial administrative and programmatic support within the UNEP EMG Secretariat in Nairobi, assisting the Head of the Secretariat. The incumbent will coordinate programme and project planning, monitor proposals, and ensure documentation compliance. Key functions include compiling and presenting data, reviewing project documents and budgets for accuracy and adherence to procedures, and serving as a liaison for administrative coordination. This involves managing personnel actions, travel, payments, and procurement. The position also entails data entry, drafting status reports, preparing correspondence, and maintaining records. Additionally, the role involves managing databases, updating the website, generating reports, and providing general office assistance, including organizing meetings and potentially offering specialized support or guidance to junior staff.
Responsibilities
Assists in coordinating programme and project planning, monitoring proposals, and ensuring documentation compliance. Compiles, summarizes, and presents programme/project data and information. Reviews project documents, cost plans, and budgets for completeness and adherence to rules, distributing approved documents. Verifies budget revisions, fund availability, and ensures proper system entry. Acts as a focal point for administrative coordination of programme implementation, liaising with various units for personnel actions, travel, payments, and procurement. Enters project delivery data, drafts status reports, and identifies delivery shortfalls or budget overruns. Drafts budget-related correspondence and prepares periodic reports, briefing notes, and statistical summaries. Provides general office assistance, handles inquiries, manages correspondence, maintains files, and organizes meetings. Manages and updates internal databases, website content, and generates reports. May offer specialized support (e.g., technology, editing) and assists with data analysis and presentation for knowledge sharing and decision-making. Provides guidance to junior staff and performs other assigned duties.
Work Experience
A minimum of five years of experience in programme or project administration, technical cooperation, or general office support is required. This is reduced to three years for candidates with a first-level university degree. Experience within the UN or a similar international organization is mandatory. Experience with ERP systems, recruitment systems, social media communications, basic graphics design, and data analytics is desirable.
Skills
Professionalism, Teamwork, Planning & Organizing, data analysis, communication, administrative coordination, project administration, budgeting, information management, database management, website updates, report generation, office assistance.