Programme Management Assistant
United Nations
ATHENS
πριν από 20 ώρες

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.

UNEP'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 position is located in the Ecosystems Division, at the Coordinating Unit for the Mediterranean Action Plan (UNEP / MAP), in the Mediterranean Sea Programme (MedProgramme) in Athens duty station.

Under the supervision of the Senior MedProgramme Management Officer, the incumbent will be responsible for the following duties :

Responsibilities

  • Assists in all administrative aspects of programme / project planning and preparation work for the MedProgramme and its Child Projects;
  • monitors status of the MedProgramme and its Child Projects and receipt of relevant documentation for review and approval.

  • Compiles, summarizes, and presents basic information / data on the MedProgramme and its Child Projects and related topics or issues.
  • Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
  • Serves as focal point for administrative coordination of the MedProgramme and its Child Projects implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.
  • g. recruitment and appointment of personnel, travel arrangements, training / study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.

  • Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc.
  • and brings to the attention of management.

  • Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
  • Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence;
  • sets up and maintains files / records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.

  • Performs other related administrative duties, as required (e.g., operational travel programme; assists with day-to-day administration of contracts between the UN and external contractors for outsourced services;
  • audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN; processes the payment of contractors' invoices and monitor payments;
  • prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff; organizing and coordinating seminars, conferences and translations).

  • Performs other duties as assigned.
  • 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 work well with figures, strong attention to details, proficient in managing large amounts of data across various platforms e.

    g. SAP, GEF Portal etc., 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.

  • 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

    Education

    High school diploma or equivalent is required. 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.

    Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

    Work Experience

    A minimum of five (5) years of progressively responsible experience in programme or project administration, technical cooperation or related area is required.

    Experience and knowledge of the UN Financial Rules and Regulations is desirable.

    Proven experience working with Enterprise Resource Planning (ERP) systems such as Umoja, 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 is required.

    Knowledge of another official United Nations language is an advantage.

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

  • This job opening is only open to the staff members of the United Nations Secretariat who (1) serve in the duty station specified in the job opening;
  • 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

    Internal Applicants When completing the form, 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.

    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.

    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.

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