Job Opening

Posting Title: Programme Management Assistant (2 Posts), G5
Job Code Title: Programme Management Assistant
Department/Office: United Nations Environment Programme
Duty Station: MONTREAL
Posting Period: 08 November 2019 - 07 December 2019
Job Opening Number: 19-Programme Management-UNEP-125837-R-Montreal (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The UN Environment Programme (UNEP) 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.

The Multilateral Fund for the Implementation of the Montreal Protocol (MLF) is dedicated to reversing the deterioration of the Earth's stratospheric ozone layer. It was established in 1991 as the financial mechanism of the Montreal Protocol to assist developing countries (Article 5 countries in the language of the Protocol) in complying with the obligations under the Montreal Protocol. The Fund Secretariat located in Montreal, assists the Executive Committee in this task (www.multilateralfund.org). The Secretariat is administered by UNEP.

The two posts are located in UNEP/MLF at the Montreal duty station.

Under the overall supervision of a Senior Programme Management Officer, the incumbents will perform the following duties:

Responsibilities

1. Project review and data collection:
Assist in managing the project review process; Review basic data for projects submitted by implementing agencies (IAs) and bilateral agencies (BAs) and bring to the attention of the supervisor any discrepancies or omissions; Extract data and information for projects from existing databases; Prepare lists, tables and charts as required; Liaise with relevant agencies during project review process and follow up on responses; Arrange conference calls when requested. Maintain filing system (electronic and manual) for all projects under review by the supervisor.

2. Prepare and finalize documents for Executive Committee meetings:
Draft project summaries for pre-session documents when requested; Proofread and make edits to draft texts when requested; Prepare, compile and format pre-session documents for submission and approval of the Chief Officer's office; Prepare project evaluation sheets and assist in the preparation of draft agreements as required; Draft introduction of documents prepared by the supervisor to be presented at the Executive Committee meeting; Assist in other project review tasks as required.

3. Provide support during pre-session preparation:
Cross check and reformat translated pre-session documents; Format translated documents, prepare templates and documentation for posting.

4. Provide support during in-session and post-session of Executive Committee Meetings:
Assist in the completion of final meeting report and insert updates to translated versions of final report. Proofread language versions of final meeting report.

5. Provide direct assistance to the Supervisor:
Draft responses to routine correspondence for approval by the supervisor and ensure they are sent out in time and properly filed; Assist in mission preparation; Assist in preparation of presentations for international meetings and other meetings with agencies (e.g., Inter Agency Coordination Meeting (IACM); Follow-up on the implementation of decisions of the Executive Committee; Draft invitations for internal and external meetings; Provide overall office support in consultation with the supervisor.

6. Perform other related duties as assigned.

Competencies

PROFESSIONALISM: Demonstrates professional competence in programme/project administration, implementation and review, planning and monitoring. Ability to work well with figures, undertake basic research and gather information from standard sources. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to apply judgment in the context of assignment given, plan own work and manage conflicting priorities. Shows pride in work and in achievements; 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.

PLANNING AND 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.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others' ideas and expertise and 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 is required. Computer literacy with comprehensive knowledge of word processing, spreadsheet and database applications also required.

Work Experience

A minimum of five years of experience in the field of administration and programme support or related area is required.
Experience in typing and report writing is required.
Experience in gathering and analyzing data is also required.
Experience working with senior management in an international organization is highly desirable.

Languages

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

Assessment

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

Special Notice

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

External candidates will be considered only when no suitable candidates from the duty station are identified. The candidates are responsible for any travel expenses incurred in order to take up the appointment.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

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.

If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

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

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