Programme/Project Assistant

Job Posting Organization:
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda and promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system. UNEP serves as an authoritative advocate for the global environment and has a significant role in addressing environmental challenges. The Regional Office for Africa is crucial in implementing UNEP's global programs in the African region, facilitating regional cooperation and action in response to environmental issues. UNEP was established in 1972 and operates in multiple countries across the African continent, employing a diverse workforce dedicated to environmental sustainability and advocacy.

Job Overview:
The Programme/Project Assistant will play a vital role in supporting the planning and preparation of medium-sized and complex departmental programs and projects. This position involves monitoring the status of program proposals, compiling and summarizing data on specific projects, and ensuring compliance with relevant rules and procedures. The assistant will serve as a focal point for administrative coordination, liaising with various organizational units to facilitate project implementation activities. Responsibilities include drafting correspondence, preparing reports, and assisting with data collection and analysis. The role requires a proactive approach to problem-solving and the ability to work collaboratively within a team to achieve project goals. The assistant will also provide guidance and training to junior staff, contributing to a supportive work environment.

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

• Assisting in the coordination of program/project planning and preparation work for departmental initiatives.
• Monitoring the status of program/project proposals and ensuring the receipt of relevant documentation for review and approval.
• Compiling, summarizing, and presenting basic information/data on specific programs/projects.
• Reviewing project documents for completeness and compliance with rules before submission for approval.
• Verifying budget revisions and availability of funds, ensuring necessary approvals are obtained.
• Serving as the focal point for administrative coordination of program/project implementation activities.
• Compiling and entering data on project delivery, drafting status reports, and identifying shortfalls in delivery and budget overruns.
• Drafting correspondence on budget-related issues and preparing periodic reports and summaries.
• Providing general office assistance, responding to inquiries, and maintaining files/records. 1
• Assisting with data collection and analysis, preparing presentations and reports for information sharing. 1
• Updating information materials such as web pages or brochures. 1
• Providing guidance and training to new or junior staff members. 1
• Performing other duties as assigned by the supervisor.

Required Qualifications:
The required qualifications for the Programme/Project Assistant position include a high school diploma or equivalent, with supplementary training in administration, Human Resources, Finance, Budget, Information Technology, or related fields. Candidates should possess strong organizational skills, attention to detail, and the ability to work effectively in a team environment. Knowledge of internal policies and procedures related to program/project administration is essential, along with the ability to apply good judgment in various contexts. Candidates should demonstrate professionalism, client orientation, and the ability to manage multiple tasks efficiently.

Educational Background:
A high school diploma or equivalent is required for this position. Additionally, candidates should have supplementary training in relevant fields such as administration, Human Resources, Finance, 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. This experience is essential for understanding the intricacies of project management and administration within the context of the United Nations system. Candidates with a first-level university degree may have the minimum experience requirement reduced by two (2) years. Experience within the United Nations system or similar international organizations is desirable, as is familiarity with Enterprise Resource Planning (ERP) systems and data analytics.

Languages:
The working languages of the United Nations Secretariat are English and French. For this position, proficiency in both languages is required. Candidates must demonstrate a minimum level of proficiency in reading, writing, listening, and speaking in both English and French, as outlined in the UN Language Framework. This bilingual requirement is crucial for effective communication and collaboration within the diverse environment of the United Nations.

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 are expected to adhere to the principles of gender balance and geographical diversity, with a strong encouragement for female candidates to apply. The United Nations does not charge a fee at any stage of the recruitment process, and candidates are responsible for any travel expenses incurred to take up the appointment.