Programme Management Assistant,

The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the international environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system, and serves as an authoritative advocate for the global environment.

The Parties to the Vienna Convention for the Protection of the Ozone Layer (1985) and its Montreal Protocol on Substances that Deplete the Ozone Layer (1987) (the ozone treaties) designated UNEP as the Secretariat for these two international agreements in 1989. This position is located within the Secretariat for the Vienna Convention and its Montreal Protocol (the Ozone Secretariat) at the Nairobi duty station.

Under the overall supervision of the Senior Legal Officer and the direct supervision of the Senior Administrative Officer, the incumbent will be responsible for the following duties:

Duties and Responsibilities

(a) Programme Management

• Supports research activities by compiling, analyzing, summarizing, and presenting data and information on the production and consumption of substances controlled under the Montreal Protocol, including data on illegal trade as reported by Parties.
• Assists in recording and analyzing data on controlled substances submitted by Parties.
• Processes and updates accounting framework data related to essential uses (other than laboratory and analytical applications) submitted by Parties to the Montreal Protocol and enters this information into the controlled substances database.
• Responds to queries from members of subsidiary bodies, including the Implementation Committee under the Non-Compliance Procedure for the Montreal Protocol, as well as from implementing agencies of the Multilateral Fund.
• Prepares, maintains, and updates electronic files and databases.
• Conducts research and selects relevant information from office files, records, reports, and other sources, as required by the supervisor.
• Drafts correspondence related to all aspects of the work of the Implementation Committee and matters concerning compliance with the Montreal Protocol.
• Maintains and regularly updates the contact list of current Implementation Committee members.

(b) Support to Meetings of the Implementation Committee

i. Pre-session Support

• Drafts and processes invitation letters for meetings of the Implementation Committee and follows up on activities stemming from decisions adopted by the Parties.
• Monitors pre-session Committee documents for editing and, where appropriate, translation by Conference Services.
• Assists with travel arrangements for official missions of officers supporting the Committee and follows up on travel-related issues with relevant units, travel agencies, and hotels.
• Assists with travel arrangements for participants from the assigned region attending meetings of the ozone treaties, including Committee members.

ii. In-session Support

• Ensures logistical arrangements for meetings of the Implementation Committee.
• Provides technical support for screen projection during meetings, as required, in coordination with other team members.

iii. Post-session Support

• Finalizes the list of meeting participants.
• Drafts post-meeting correspondence related to the Implementation Committee.
• Processes and finalizes travel claims for relevant meeting participants.

(c) Budget and Finance Support

• Contributes to the preparation of the Secretariat’s budget.
• Monitors expenditures, compares them against approved budgets, and prepares accounting adjustments as required.
• Assists in the preparation of budget performance reports and analyzes variances between approved budgets and actual expenditures.
• Reviews weekly financial reports and flags areas of concern to the Senior Administrative Officer.
• Reviews weekly contribution reports and prepares acknowledgment letters for donors.

(d) Data and Information Management

• Assists with data collection and analysis and prepares data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision-making.
• Supports data visualization activities and updates information products such as web pages and brochures.

(e) Other Duties

• Performs other duties as assigned.

Qualifications

Experience

• A minimum of seven (7) years of progressively responsible experience in general office support, programme management, administrative assistance, or a related field is required.
• The minimum experience requirement is reduced to five (5) years for candidates holding a first-level university degree or higher.

Required Experience

• Experience in accounting is required.
• Experience working with the MS Office Suite (Word, Excel, PowerPoint) or equivalent applications is required.

Desirable Experience

• Experience working with Enterprise Resource Planning (ERP) systems, including processing travel, budgets, and preparing reports.
• Experience in preparing cost estimates and monitoring expenditures.
• One (1) year or more of experience in data analytics or a related field.

Duty Station and Deadline

• Duty station: Nairobi
• Application deadline: 17 January

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