Job Opening

Posting Title: Programme Management Assistant
Job Code Title: Programme Management Assistant
Department/Office: UNITED NATIONS ENVIRONMENT PROGRAMME
Duty Station: BRASILIA
Posting Period: 10 May 2016 - 08 June 2016
Job Opening Number: 16-Programme Management-UNEP-53066-R-Brasilia (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Special Notice

1. Recruitment for this position is done on a local basis. 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 and visa or work permit issues in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 2. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online 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. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link

Org. Setting and Reporting

The United Nations 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.This position is located in the Regional Office for Latin America and the Caribbean (ROLAC) in Brasilia. Under the general supervision of the Programme Officer, the incumbent will carry out the following duties:

Responsibilities

1. Provide overall support to UNEP programme implementation in Brazil: Initial screening of project proposals; Review project documents for completeness and compliance with relevant rules and procedures; Elaborate Terms of References, cost plans/budgets, chronograms and other monitoring processes; Distribute project documents to relevant parties. 2. Support formulation of programme strategies and implementation of projects related to the Programme of Work: Assist in gathering information, drafting of documents, correspondence and reports related to typically medium-size and complex component of the departmental programmatic initiatives; Compile, summarize and present basic information/data on specific programmes/project; Provide inputs to Programme Officers and/or consultants and assist on projects selection and implementation. 3. Liaise with ROLAC on development of activities at National and Sub-Regional level; Focal point for administrative coordination of programme/project implementation activities, obtain necessary clearance, process and follow up on administrative actions; Prepare missions and organize events, agenda, travel plans, programme and technical meetings. 4. Administrative Support to Programme Management: Support Administrative routine/processes such as identification of national experts, procurement of goods and services; Proceed with periodic budget revisions and resources monitoring Ensure necessary approval and entry in computerized budget system payments, disbursement of funds and inventory of projects equipment; Prepare and submit substantive and financial reports to the relevant counterparts; Monitor project delivery and inform Programme Management and UPEND Offices on identification of budget shortfalls or overruns. 5. Ensure facilitation of knowledge building and knowledge sharing: Provide guidance/training to new/junior staff; Responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; Assists in the preparation of office reports and inventories. 6. Performs other related duties as may be assigned.

Competencies

Core Competencies:

Professionalism: knowledge of administrative processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Ability to apply administrative, financial and human resources rules and regulations in work situation. Demonstrated ability to apply good judgement in the context of assignments given; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

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 the 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

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. Supplementary training in business, international relations, political, social or environmental sciences is an asset.

Work Experience

A minimum of seven years of experience in administrative or programme is required. Experience on Enterprise Resources Planning - ERP systems is desired, particularly ATLAS and SAP.

Languages

Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; For the post advertised, fluency in oral and written English and Portuguese is required. Knowledge of another UN official language is an advantage

Assessment

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

United Nations Considerations

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). 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 At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of inspira account-holder homepage.

Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (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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