Programme Management Assistant

Job Description

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 to provide technical assistance and advisory services for the implementation of environmental policy, and to strengthen the environmental management capacity of developing countries and countries with economies in transition. This position is located in the UNEP/Ecosystems Division/Marine and Freshwater Branch/ GEF International Waters Unit at the Nairobi duty station. Under the overall supervision of the Chief of Unit and direct supervision of the Programme Management Officer, the incumbent will perform the following duties:

Responsibilities

• Assists in the coordination of programme/project planning and preparation work at all levels of the GEF project cycle for the GEF IW portfolio;
• monitors status of programme/project proposals, legal instruments and receipt of relevant documentation for review, approval and reporting.
• Compiles, summarizes, and presents basic information/data on specific programmes/projects and related topics or issues and feeds relevant information into IPMR regularly.
• Reviews project documents, especially cost plans/budgets in close guidance by the FMO, for completeness and compliance with GEF policy and relevant UNEP rules and procedures before submission for final approval and signature;
• identifies inconsistencies;
• distributes project documents to relevant parties upon approval.
• This includes support to GEF project design, and to back up the Programme Management Assistant in conceptualisation and clearance in collaboration with GEF Coordination, QAG secretariat and PRC.
• Supports the FMO and Task Managers by reviewing budget revisions;
• verifies availability of funds;
• ensures necessary approval and entry in the computerized budget system, including UMOJA.
• Serves as focal point for administrative coordination of GEF IW portfolio implementation action along the GEF project cycle and enabling activities, involving extensive liaison with 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 Task managers for action, and to the Unit Head and Portfolio manager as appropriate.
• Supports drafting legal instruments with Executing Agencies and correspondence on budget-related issues.
• Prepares and updates periodic reports, briefing notes for clearance by the TMs and Head of Unit, 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 and workshops;
• handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
• Provides guidance/training to new/junior staff.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making in consultations with Coms colleagues and feeding into divisional and GEF IW dashboards.
• Assists with visualizations and updating information material such as web pages or brochures under guidance by Coms colleagues, TMs and Head of Unit.
• Performs other duties as may be assigned.