Job Opening

Posting Title: Programme Management Assistant, G6
Job Code Title: Programme Management Assistant
Department/Office: United Nations Environment Programme
Duty Station: BANGKOK
Posting Period: 20 May 2019 - 18 June 2019
Job Opening Number: 19-Programme Management-UNEP-115766-R-Bangkok (E)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the global 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.
This position is based in UN Environment, Asia and the Pacific Office in Bangkok. The incumbent reports to the Coordinator for Chemical, Waste and Air Quality and the Coordinator of the Acid Deposition Monitoring Network in East Asia (EANET).

Responsibilities

Within delegated authority, the Programme Assistant will support Chemical, Waste and Air Quality Subprogramme of UN Environment, including the Asia Pacific Clean Air Partnership (APCAP), and the Acid Deposition Monitoring Network in East Asia (EANET) by undertaking the following duties:

• Provides assistance in support of planning and implementation of the Programme Work of UN Environment, Chemical, Waste and Air Quality Subprogramme, including the Asia Pacific Clean Air Partnership (APCAP), and the Acid Deposition Monitoring Network in East Asia (EANET) Programme of Work.
• Researches, compiles and presents basic information on specific programmes and budgets under Chemicals, Waste, and Air quality Subprogramme and the EANET Programme of Work, including inputs to the Performance Monitoring System and UMOJA.
• Assists in the coordination of programme/project planning and preparation of proposals by monitoring status of allotments towards Chemical, Waste and Air Quality Subprogramme of UN Environment, including APCAP, and towards EANET.
• Assists in the preparation and analysis of programme/project 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 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; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures.
• Supports the Coordinators in the budgetary planning and management by periodically reviewing incurred expenditures against approved budgets and identifying any errors /anomalies and by compiling draft budget performance submissions / financial reports and ensuring financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued.
• Assists with the Coordinators on performance reporting by liaising with external partners on the interpretation of the activities/services and various planning instruments such as the UN Environment Programme of Work and Guidelines on the Administrative and Financial Management of EANET; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
• Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
• Serves as focal point for administrative coordination, monitoring and expedition of Chemicals, Waste and Air quality Subprogramme in Asia and the Pacific, involving:
a) Maintaining up-to-date templates of all legal agreements of UN Environment.
b) Maintaining a control sheet of all partnership and funding agreements.
c) Facilitating clearance of legal agreements and other contracts.
d) Following up with partners and contractors in relations to deliverables and outputs.
e) Requesting payments to implementing partners / vendors and monitoring contributions from donors.
f) Reviewing and reconciliation financial data and expenditures reports received from external partners and facilitates certification by the Fund Management Officer.
g) Conducting tendering for low value requisition and raising shopping carts for other type procurements.
h) Reviewing requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
i) Maintaining and keep original copies of finance related supporting documents and providing them readily when required.
j) Facilitating the registration of external partners in the master data system.
k) Processing and follow-up on administrative actions and resolve issues related to project implementation.
• Assists the Coordinators with the administration of human resource, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
• Undertakes missions and trainings targeting project partners and beneficiaries in order to ensure sound budgetary and financial practices in line with UN Environment protocols and procedures as well as with requirements that are specific to projects and partnerships.
• Provides guidance and training to new/junior staff and project based administrative assistants to ensure good coordination concerning administrative procedures, processes and practices; liaises with central administrative services as necessary.
• Performs any other duties, as required.

Competencies

• Professionalism:Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. 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.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• 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.

Education

High school diploma or equivalent is required. Completion of secondary school is required. Supplementary training in administration, programme, project management is highly
desirable.

Work Experience

A minimum of seven years of experience in administrative services, finance, accounting, audit, human resources, or related areas, is required. Experience with an international organization in administrative system, budgetary system, and financial reporting, such as the Global Environment Fund (GEF) is highly desirable. Experience working in international organizations is desirable. Experience with the Enterprise Resource Planning (ERP) systems, especially Umoja, is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Working knowledge of other UN languages is an advantage.

Assessment

Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.

Special Notice

This post is funded from extra budgetary resources. The initial appointment is for a period of one year. Extension of appointment is subject to satisfactory performance and availability of the funds.

Appointment against this post is on a local basis; candidates shall be recruited in the country or within commuting distance of the ESCAP office, irrespective of nationality and length of
time the candidate may have been in the country. If no suitable local candidate is identified, candidates located elsewhere may be considered. The candidate is responsible for any
expenses incurred in taking the relevant examinations at the duty station, and of any costs related to traveling and relocating to the duty station in the event of an employment offer.
Must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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