Programme Management Assistant Vacancy

  • Full Time
  • Nairobi

UNEP - United Nations Environment Programme

Programme Management Assistant, Nairobi, Kenya
Organization: UNEP – United Nations Environment Programme
Country: Kenya
City: Nairobi, Kenya
Office: UNEP Nairobi, Kenya
Grade: G-5

Posting Title: Programme Management Assistant, G5 (Temporary Job Opening)

Job Code Title: Programme Management Assistant

Department/Office: United Nations Environment Programme

Duty Station: NAIROBI

Job Opening Number: 19-Programme Management-UNEP-117379-J-Nairobi (X)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organisational 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 Nairobi duty station under the overall supervision of the senior programme Officer Climate Change Adaptation, Ecosystems Division. Under the overall supervision of the Head of Focal area and the supervision of the Task Manager the incumbent will perform the following duties: Responsibilities

1.Provision of support to project development activities:

Assisting in the preparation and formatting of project proposals for the project cycle;
Maintaining a registry of project-related correspondence and progress, technical reports received;
Preparing and disseminating formal correspondence drafted by Task Managers;
Monitoring status of programme/project proposals and receipt of relevant documentation for review and approval;
Compiling, summarizing, and presenting basic information/data on specific programmes/project and related topics or issues;
Reviewing project documents for completeness and compliance with relevant rules and procedures;
Ensuring quality control of documents through verification of UN Environment templates as relevant in the project cycle;
Distributing project documents to relevant parties upon approval and maintaining project files;
Compiling, summarizing and entering data on projects, drafting related status reports, identifying delays in delivery, and bringing it to the attention of management;
Drafting correspondence on project-related issues and preparing and updating periodic reports;
Tracking project document internalization.
2. Provision of support to project implementation activities:

Responsible for tracking monitoring and evaluation status and documentation;

Tags advisory services career development climate change climate change adaptation economies in transition environmental management environmental policy financial reporting human rights humanitarian law knowledge products library monitoring and evaluation office administration office management organizational structure programme management project implementation project management quality control senior programme officer sustainable development technical cooperation western asia
Reviews for completeness and accuracy the periodic administrative/financial reports and funds transfer papers;
Maintains electronic records describing the progress and status of individual projects.
3. Provision of administrative support to Operations Unit:

Responsible for maintaining focal area databases and undertaking database tracking of pipeline and portfolio projects;
Coordinating library and archive of focal area documentation and knowledge products;
Providing general office assistance; responding to complex information requests and inquiries; reviewing, logging and routing incoming correspondence; setting up and maintaining files/records;
Coordinating routine administrative tasks, such as maintaining attendance records, assessing telephone billing, Recording travel/leave;
Organizes meetings and workshops and preparing travel arrangements, approvals and reports for focal area teams;
Tracking financial reporting for projects in focal area;
Assisting the Senior Programme Officer to prepare yearly business plans;
Providing back up support to other focal area programme assistants and to programme assistants in out posted offices;
Briefing programme assistants in out posted offices on focal area specific issues and providing guidance on project, program and team management and communication;
Performing other related duties as assigned.

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 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; 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 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.


Completion of Secondary education or equivalent. Supplementary course in office administration, office management, project management or other related field desirable.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work Experience

A minimum of five (5) years of relevant work experience in programme or project administration, technical cooperation or related area preferably with an international organization is required. A sound understanding of UN financial and administrative rules and procedures desirable.


English and French are the working languages of United Nations. For this post, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.


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

Special Notice

This position is temporarily available for a period of 364 days. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

This temporary job opening may be limited to ‘internal candidates,’ who have been recruited through a competitive examination administered according to staff rule

16 or staff selection process including the review of a central review body established according to staff rule
Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as ‘retirement.’ Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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.

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