Programme Assistant

VACANCY ANNOUNCEMENT
Date of Issue: 10 Jan 2012
NOTE:
This is a Temporary Vacancy Announcement (TVA) subject to non-renewal. This temporary
appointment is for only four months (Jan – April)
VACANCY NOTICE NO.: GS-13-01
ORGANIZATION: UNEP/DEPI - IPBES Project
DUTY STATION: Bonn
FUNCTIONAL TITLE: Programme Assistant
LEVEL: G-5
DURATION: 04 Months
CLOSING DATE: 17/01/2013
Background:

Organizational Setting and Reporting Relationships: : 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.
UNEP’s Division of Environmental Policy Implementation (DEPI) 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 in UNEP/DEPI at the
Bonn duty station. The Programme Assistant reports to the Coordinator, Biodiversity and
Ecosystems Services Branch.
Responsibilities:
• Assists in the coordination of programme/project planning and preparation work for, typically, a
medium-size and complex component of the departmental programme/project initiatives;
monitors status of programme/project proposals and receipt of relevant documentation for review
and approval.
• Compiles, summarizes, and presents basic information/data on specific programmes/project and
related topics or issues.
• Reviews project documents, especially cost plans/budgets, for completeness and compliance
with relevant rules and procedures prior to submission for final approval and signature; identifies
inconsistencies; distributes project documents to relevant parties upon approval.
• Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in
computerized budget system.
• Serves as focal point for administrative coordination of programme/project 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.
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• Drafts correspondence on budget-related issues and prepares and updates periodic reports,
briefing notes, graphic and statistical summaries, accounting spread sheets, 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.
• Provides guidance/training to new/junior staff.
• Performs other duties as assigned.
Results Expected: Provides reliable administrative coordination of programme/project planning
and preparation activities and general office support services. Processes work and requisite followup
accomplished under some supervision, seeks advice from and/or reporting to supervisor as
needed. Accurately prepares reports. Consistently applies appropriate policies, guidelines and
procedures. Effectively and in a timely manner, liaises and interacts with colleagues and concerned
parties internally and externally.
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, 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.
• 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.
• 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.
Qualifications:
Education: Completion of secondary school is required. Supplementary training in
programme/project administration or related area is required.
Experience: A minimum of five years of experience in programme or project administration,
technical cooperation or related area is required.
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Language: 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.
Qualified candidates may submit their applications including their curriculum vitae or United Nations Personal
History form (P.11) to the address mentioned below on or before the deadline.
The Chief, Classification and Recruitment Section,
Human Resources Management Service, UNON
P.O. Box 67578, Nairobi 00200
Room V-139
Email: recruitment@unon.org
Fax: +254-20-7624212
Please quote;
􀂙 Index Number
􀂙 Vacancy Notice Number
􀂙 Functional title of the post
Applications received after the deadline (17/01/2013) will not be considered. This is a temporary
vacancy. Appointment against this post is for a limited duration and does not carry any
expectancy, legal or otherwise of renewal.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS
(APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED
NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.