Programme/Project Assistant

Job Posting Organization:
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 was established in 1972 and has since been at the forefront of environmental governance, working with various stakeholders to address pressing environmental issues. The organization operates in multiple countries, focusing on sustainable development and environmental protection, with a mission to encourage sustainable development through sound environmental practices. UNEP's Southern Africa Sub-Regional Office in Pretoria specifically aims to respond to the needs of the Southern African Development Community (SADC) countries, addressing challenges such as climate change, biodiversity loss, and pollution.

Job Overview:
The Programme/Project Assistant will play a crucial role in supporting the planning and implementation of various environmental programs and projects within the Southern Africa Sub-Regional Office. The incumbent will work under the direct supervision of the Head of the Office, assisting in the coordination of program/project planning and preparation of work for medium-sized and complex departmental initiatives. This position requires a proactive approach to monitoring the status of program/project proposals, ensuring compliance with relevant rules and procedures, and facilitating communication among various organizational units. The role also involves compiling and summarizing data on specific programs and projects, drafting reports, and providing administrative support to ensure the smooth operation of the office.

Duties and Responsibilities:
The duties and responsibilities of the Programme/Project Assistant include:

• Assisting in the coordination of program/project planning and preparation of work for departmental initiatives, monitoring the status of proposals and documentation.
• Compiling, summarizing, and presenting basic information/data on specific programs and related topics.
• Reviewing project documents for completeness and compliance, identifying inconsistencies, and distributing approved documents.
• Reviewing budget revisions, verifying fund availability, and ensuring necessary approvals are obtained.
• Serving as the focal point for administrative coordination of program/project implementation activities, liaising with various organizational units.
• Compiling and entering data on project delivery, drafting status reports, and identifying shortfalls or budget overruns.
• Drafting correspondence on budget-related issues and preparing periodic reports and summaries.
• Providing general office assistance, responding to inquiries, and maintaining files and records.
• Organizing meetings and workshops, and handling routine administrative tasks. 1
• Providing guidance and training to new or junior staff. 1
• Assisting with data collection and analysis, and preparing presentations and reports. 1
• Updating information materials such as web pages or brochures. 1
• Performing other duties as assigned.

Required Qualifications:
The position requires a high school diploma or equivalent as a minimum qualification. Supplementary training in Administration, Human Resources, Budget, Information Technology, or related fields is also required. Candidates must demonstrate knowledge of internal policies and procedures related to program/project administration and implementation, as well as the ability to work well with figures and conduct basic research. Strong organizational skills, attention to detail, and the ability to apply good judgment in various contexts are essential. The candidate should also demonstrate a commitment to gender equality and the ability to work collaboratively in a team environment.

Educational Background:
Completion of a high school diploma or equivalent is required for this position. Additionally, candidates are expected to have supplementary training in relevant fields such as Administration, Human Resources, Budget, or Information Technology. This educational background is crucial for understanding the complexities of program/project administration and ensuring compliance with organizational standards.

Experience:
Candidates must have a minimum of five (5) years of experience in program or project administration, technical cooperation, or a related area. However, this requirement is reduced to three (3) years for candidates who possess a first-level university degree or higher. Experience working with the United Nations or similar international organizations is desirable, as is at least one (1) year of experience in data analytics or a related area.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level II in reading, writing, listening, and speaking. French is also recognized as a working language of the United Nations, but proficiency in French is not mandatory for this role. Candidates should ensure they meet the language requirements as outlined in the UN Language Framework.

Additional Notes:
This position is for an initial period of one (1) year and may be subject to extension based on the continued existence of the mandate and availability of funding. The appointment will be a fixed-term appointment limited ('FTA-limited') in accordance with UN administrative instructions. The position is subject to local recruitment, meaning that candidates must be recruited within the country or commuting distance of the office. Staff members in the General Service and related categories will not be eligible for allowances or benefits applicable to international recruitment. The United Nations is committed to achieving gender balance in its workforce and encourages female candidates to apply. All applicants are urged to apply online as soon as possible after the job opening has been posted.