Programme Management Assistant, G6 at United Nations Office at Nairobi (UNON)

Job Description

United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the programmes of administration, conference services and public information and provides security and safety services for United Nations staff and facilities in the United Nations Office at Nairobi.

Responsibilities

Support to the Common Back Office in Kenya

 Provides assistance in support of planning and implementation activities/processes for, the Common Back Office (CBO) programme and project initiatives that have a common interest for the United Nations agencies, funds and programmes in Kenya.  Assists in the coordination of the CBO programme/project planning and preparation in line with the efficiency agenda of the Secretary-General’s reforms; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.  Assists in the preparation and analysis of CBO programme/project rate/budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.  Assists in the monitoring and evaluation of the CBO programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g., accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions.  Collaborates with CBO service providers on performance reporting; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.  Assist in maintaining an organized document repository of all related CBO documents, including a database of CBO clients contact information and related Memorandum of Understanding (MOUs) and Service Level Agreements (SLAs). Maintains a database of key clients’ portfolio, prepare pre-and post-meeting documentation, and follow up on meetings.  Drafts correspondence and communications related to all aspects of the CBO programme/project administration, including work plan and budgets, revisions, and other related issues, as well as prepares unit contributions for a variety of periodic reports.  Serves as a focal point in supporting the CBO Coordinator with the planning and preparation for reporting at CSB and Executive Committee meetings and in providing secretariat services for these forums, as well as in monitoring the implementation and reporting on UN Reform activities in the country being the Business Operations Strategy (BOS 2.0); involving assistance/liaison in the coordination of the Common Services programme/project planning and preparation, secretariat services for the Common Services Management Team (CSMT) meetings and engagements and maintenance of an organized repository of all related documents.  Supports client-related matters within the existing inter-agency and governance frameworks and planned new ones as part of the change management process and implementation of the CBO including support to CBO inter-agency working groups.  Maintains and updates all contact information for stakeholders and representatives in and governance mechanisms i.e., hosting entity and service providers, CSB, Executive Committee, CSMT, CBO inter-agency working groups including their generic/official mailing lists.

General Programme Management Support

 Research, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics.  Drafts programme/project summaries, coordinates review and clearance process.  Performs other duties as assigned.

Requirements

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. CLIENT ORIENTATION: Considers all those to whom services are provided to be ‘Clients” and seeks to see things from clients’ point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

Education

Completion of High school diploma or equivalent is required. Supplementary training in the field of project management and/or administration is desirable. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. The GGST is administered to applicants when required before the administration of a written assessment and/or interview. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

Work Experience

A minimum of seven years of progressively responsible experience programme management, communication, budget, human resources management or other related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree. Experience with preparing reports, writing meeting minutes and preparing presentations is desirable. Experience in monitoring of Key Performance Indicators is desirable. Two years of experience within the United Nations Common System or comparable organization is desirable. One year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.