Job Opening

Posting Title: Programme Management Assistant, G5
Job Code Title: Programme Management Assistant
Department/Office: UNITED NATIONS ENVIRONMENT PROGRAMME
Duty Station: PARIS
Posting Period: 08 February 2017 - 09 March 2017
Job Opening Number: 17-Programme Management-UNEP-70966-R-Paris (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Special Notice

Appointment against this post is 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 in order to take-up the appointment. 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. 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. 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 United Nations systems designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. The overall objective of the UNEP's Economy Division is to encourage decision makers in government, local authorities and industry to develop and adopt policies, strategies and practices and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources, ensure safe management of chemicals and contribute to making trade and environment policies mutually supportive. It promotes the development, use and transfer of policies, technologies, economic instruments, managerial practices and other tools that assist in environmentally sound decision making and the building of corresponding activities (http://www.unep.fr/). This position is located in UNEP Economy Division,in the Project Management and Administration Unit (PMAU) at the Paris duty station. The assistant will report directly to the PMAU Administration Officer responsible for procurement and financial coordination.

Responsibilities

The Programme Assistant will be providing reliable administrative support particularly in terms of procurement, inventory, budget and finance and general administration.
1. Procurement Support:
- undertake the buyer role for DTIE Paris including the relevant solicitation process.
- assist in the organisation of staff training or meetings related to procurement issues.
- maintain the tracking table for procurement.
- assist in other procurement transactions as required.
2. Budget:
- Assist in the budget and finance aspects of programme and project planning including:
- Monitor status of expenditures and allotments through Umoja, records variations, updates budget tables.
- Compile, summarize and consolidate data on project/programme delivery,
- Review project documents, especially cost plans/budgets for completeness and compliance with relevant rules and procedures prior to submission, for approval and signature;
- Review budget revisions; verify availability of funds; ensure necessary approval.
- Assist in the preparation of budget performance submissions and prepare statistical tables and standard financial reports.
- Process VAT reimbursement.
3. General Administration:
- Draft routine correspondence and prepare and update periodic reports and briefing notes
- Maintain the inventory of non-expendable equipment through UMOJA's and in cooperation with relevant offices at UNON
- Perform other related administrative duties, as required, e.g., switchboard operations, support and back-up to building management and communication.

Competencies

• Professionalism: Ability to perform a broad range of administrative functions, such as procurement support, programme work or database management; Ability to apply knowledge of various United Nations administrative, financial rules and regulations in work situations; 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.
• 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.

Education

Completion of secondary school is required. Additional technical training in the fields of Procurement, accounting/finance and/or administration would be desirable.

Work Experience

A minimum of 5 years of responsible experience in the field of procurement, financial or general administration is required.

Languages

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

Assessment

Evaluation of qualified candidates for this position may include substantive assessment which may be followed by a competency-based interview.

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, 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 or violations of international human rights law and international humanitarian law.

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 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 the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 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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