Job Opening

Posting Title: Programme Management Assistant, G6
Job Code Title: Programme Management Assistant
Department/Office: United Nations Environment Programme
Duty Station: PANAMA CITY
Posting Period: 10 June 2019 - 09 July 2019
Job Opening Number: 19-Programme Management-UNEP-116631-R-Panama City (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

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. UN Environment's Ecosystems Division works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition. This post is located at the Panama duty station under the overall supervision of the Senior Programme Officer, United Nations Programme on Reducing Emissions from Deforestation and Forest Degradation ( UN REDD Programme), Ecosystems Division.

Responsibilities

1. Provision of project/programme development support:
a) Provide strategic and technical assistance on financial and administrative matter in the programme development of the UN REDD portfolio in Latin America and the Caribbean (LAC) and Global projects;
b) Monitoring changes and information relating to the UN REDD programme and UN Environment internal processes;
c) Compiling of information for inclusion in presentations and papers describing the project portfolio and arising issues;
d) Preparing and/or analyzing programme/project budget proposals; providing assistance in the interpretation of budget guidelines; reviewing and coordinating submissions of programme proposals;
e) Researching, compiling, analyzing, summarizing and/or presenting basic information/data on specific programmes/project and related topics;
t) Supporting coordination functions with other UN Agencies, particularly in the case of jointly developed/implemented projects;
g) Maintaining fluid communications, as needed, with consultants, local experts, colleagues, implementing partner and other counterparts with whom programme officers have a working relationship;
h) Maintaining a registry of programme-related correspondence and progress, technical reports received;
i) Supporting internalization of legal instruments which includes obtaining clearance of the documents by the different instances.

2. Project/programme implementation support:
a) Create, and follow up in UMOJA every process needed for the UN REDD programme implementation such us shopping carts, purchase orders, Project grants, Work Budget Structure (WBS) Element, Service Entry Sheets, travel authorization, travel expense reports, pre-commitments, fund commitments, low value procurement, and business intelligence reports;
b) Maintain detail of national and international consultants and their assignments, preparing contract documentation and payment records, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to programme implemantation such as recruitment and appointment of personnel, travel arrangements, payments;
c) Maintaining records of implementing partners and national joint programmes, project documentation, budgetary and finance records, progress and project technical reports, reviewing accuracy of financial reports and funds transfers;
d) Provide coaching and maintain fluid communication with implementing partners and national joint programmes coordinators on the use of formats and procedures for submission of periodic financial reports and funds transfer feedback;
e) Maintaining electronic records describing the progress and status of individual projects, including expenditure and planned expenditure information, liaising with country contacts and Fund Management Officer based in UN Environment Headquarters, Nairobi, as necessary;
f) Organization of workshops and meetings, involving procurement, airplane tickets purchases and payment of DSA to meeting participants;
g) Contribute to UN REDD global activities and UN Environment corporate activities as demanded.

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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

•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.

Education

High school diploma or equivalent. Additional technical training in project management, administration, accounting, finance OR other relevant field is required.

Work Experience

Minimum of seven years of experience in programme or project administration, technical cooperation or related area is required. Experience in Umoja, procurement and familiarity with REDD is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Spanish is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Appointment against this post is on a local basis. This position is open for recruitment for an initial period of one year and may be subject to extension.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. Please note that extension of the appointment is subject to a satisfactory performance review, extension of the mandate and/or the availability of the funds. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment.

Notice to Internal Applicants: When completing the Personal History Profile form (PHP), please ensure that 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.

1.All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. 2. If you do not receive an email acknowledgement within 24 hours of submission, your application may not
have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link

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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