Programme Assistant

Job Posting Organization:
The Convention on the Conservation of Migratory Species of Wild Animals (CMS) is a global intergovernmental treaty established to promote the conservation and sustainable use of migratory species and their habitats. The CMS Secretariat, located in Bonn, Germany, supports various intergovernmental instruments related to migratory species conservation. It also provides administrative functions for several agreements, including the Agreement on the Conservation of African-Eurasian Migratory Waterbirds (AEWA) and the Agreement on the Conservation of Small Cetaceans of the Baltic, Northeast Atlantic, Irish and North Seas (ASCOBANS). The organization is part of the United Nations Environment Programme (UNEP), which coordinates environmental policy development at both global and regional levels. The CMS Secretariat works collaboratively with multiple stakeholders to ensure effective conservation strategies are implemented across different regions.

Job Overview:
The Programme Assistant will play a crucial role in supporting the coordination of CMS projects and programs. This position involves assisting in project planning, monitoring the status of proposals, and ensuring compliance with relevant rules and procedures. The incumbent will be responsible for processing grants, reviewing project documents, and serving as the focal point for administrative coordination of program implementation activities. This includes liaising with various units to initiate requests, manage personnel appointments, and oversee travel arrangements. The role also encompasses organizing meetings and workshops, ensuring that all logistical aspects are handled efficiently. The Programme Assistant will support the preparation of meeting materials, manage registrations, and assist with document translation and formatting to meet UN standards. Additionally, the position requires data collection and analysis to aid in decision-making and knowledge management.

Duties and Responsibilities:

• Assist in the coordination of CMS projects and programs by planning and preparing project proposals, monitoring their status, and ensuring the completeness of documentation for review and approval.
• Create and process grants and partner information in the Partnership Portal, ensuring compliance with due diligence and agreements.
• Review project documents for completeness and compliance, identifying inconsistencies and distributing approved documents to relevant parties.
• Serve as the focal point for administrative coordination of program implementation activities, liaising with units to initiate requests and process administrative actions such as recruitment, travel arrangements, and procurement.
• Process procurement of goods and services, raising shopping carts in Umoja and preparing payment of invoices.
• Compile and summarize project data, drafting status reports and identifying shortfalls in delivery or budget overruns.
• Organize meetings and workshops, managing travel and logistics arrangements, and serving as the administrative focal point for these events.
• Prepare meeting webpages, manage registrations, and ensure documents meet UN standards.
• Provide general office support, including managing correspondence, drafting reports, and maintaining records. 1
• Assist with data collection and analysis, preparing presentations and reports for information sharing and decision-making.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Supplementary training in Administration or a related area is desirable. A minimum of five years of experience in program or project coordination, general administration, or a related field is required. This requirement is reduced to three years for candidates with a first-level university degree or higher. Experience with an Enterprise Resource Planning (ERP) system such as SAP is mandatory, and experience in a multilateral environmental agreement secretariat is desirable. Candidates should also have experience in organizing meetings with diverse stakeholders and in data analytics or related areas.

Educational Background:
A high school diploma or equivalent is required for this position. Additional training in administration or a related field is preferred, which may enhance the candidate's qualifications and ability to perform the job effectively.

Experience:
The position requires a minimum of five years of relevant experience in supporting program or project coordination and general administration. Candidates with a first-level university degree or higher may qualify with three years of experience. Experience with ERP systems, particularly SAP, is essential, along with a background in working within the United Nations system or similar international organizations. Experience in organizing meetings and coordinating with various stakeholders is also highly desirable.

Languages:
English is the required working language for this position, with a minimum proficiency level of UN Level II in reading, writing, listening, and speaking. French or Spanish is desirable, with a minimum proficiency level of UN Level I in these languages. Proficiency in these languages will enhance communication and collaboration within the international environment of the United Nations.

Additional Notes:
This position is initially for a period of one year, with the possibility of extension based on the continued existence of the mandate and availability of funding. The appointment is subject to local recruitment, meaning that applicants must be authorized to work in Germany. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to achieving gender balance and encourages female candidates to apply. The organization also emphasizes the importance of diversity and inclusion in its workforce.