Programme Management Assistant

Job Posting Organization:
The United Nations Office at Nairobi (UNON) serves as the UN headquarters in Africa. Established to support the implementation of various UN programs, UNON plays a crucial role in providing administrative, security" style="border-bottom: 1px dotted #007bff !important;">security, conference, and information services to the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat), and the Resident Coordination System (RCS) globally. The organization is dedicated to fostering international cooperation and sustainable development, with a mission to enhance the effectiveness of the UN's work in Kenya and beyond. UNON operates with a diverse workforce and collaborates with multiple UN offices across the region, ensuring that the UN's objectives are met efficiently and effectively. The organization is committed to promoting gender equality and inclusivity in all its operations, reflecting the core values of the United Nations.

Job Overview:
The Programme Management Assistant position is integral to the Translation and Editorial Section within the Division of Conference Services (DCS) at UNON. The incumbent will work under the guidance of the Chief of the Translation and Editorial Section, assisting in various administrative and programmatic tasks. The role involves verifying deadlines for editing, referencing, translation, and word processing stages for documents received from Document Control. The assistant will monitor the progress of jobs received by the section, ensuring that deadlines set by submitting agencies are met. Additionally, the position requires effective communication with the Documents Management Unit to facilitate the smooth processing of documents. The assistant will also be responsible for human resource management activities, including organizing panel interviews, responding to staff queries, and maintaining job opening files. General administrative support, data collection and analysis, and preparation of reports are also key functions of this role. The Programme Management Assistant will play a vital role in ensuring the efficient operation of the section and supporting the overall mission of UNON.

Duties and Responsibilities:

• Assist in the preparation of the programme of work by verifying deadlines for editing, referencing, translation, and word processing stages for documents.
• Monitor programmed jobs received by the section and inform supervisors of any delays or deviations from the schedule.
• Manage human resource activities, including arranging panel interviews, responding to staff queries, and maintaining job opening files.
• Provide administrative and secretarial support to the Chief of Section, ensuring smooth information flow and managing schedules.
• Assist with the collection and analysis of data, preparing presentations and reports for information sharing and decision-making.
• Coordinate administrative arrangements for seminars and maintain liaison with other UN agencies.
• Perform other duties as required to support the section's operations and objectives.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with supplemental training in business administration, human resources, programme/project management, or related fields. A minimum of seven years of progressive responsible experience in programme management, administrative services, or related fields is required. Candidates with a first-level university degree may have the minimum experience requirement reduced by two years. Proficiency in Microsoft Office/Office 365, Outlook, SharePoint, PowerPoint, and Excel is essential, along with experience in SAP-based ERP systems such as Umoja. Familiarity with document management systems and HR administrative services is desirable, as is experience in data analytics or related areas.

Educational Background:
Completion of a high school diploma or equivalent is required for this position. Additionally, candidates should have supplemental training in relevant fields such as business administration, human resources, or programme/project management to enhance their qualifications for the role.

Experience:
The position requires a minimum of seven years of progressively responsible experience in areas such as programme management, administrative services, or human resources. Candidates with a first-level university degree may qualify with five years of relevant experience. Experience in Microsoft Office applications and SAP-based ERP systems is mandatory, while familiarity with document management systems and data analytics is considered an asset.

Languages:
English is the required working language for this position, as it is one of the official languages of the United Nations Secretariat. While French is also a working language, it is not mandatory for this role. Candidates should possess a strong command of English, as proficiency in this language is essential for effective communication and documentation within the UN framework.

Additional Notes:
This position is full-time and based in Nairobi, Kenya. The role involves a significant level of responsibility and requires a commitment to the values and principles of the United Nations. The successful candidate will be expected to work collaboratively within a diverse team and contribute to the overall mission of UNON. Compensation and benefits will be in accordance with UN policies and guidelines.