Programme Management 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. Established in 1972, UNEP has been at the forefront of environmental governance and policy-making, working with various stakeholders to address pressing environmental challenges. The Multilateral Fund for the Implementation of the Montreal Protocol (MLF), which is part of UNEP, was established in 1991 to support projects aimed at reversing the deterioration of the Earth's stratospheric ozone layer and reducing the consumption of high global warming hydrofluorocarbons (HFCs). The MLF is managed by an Executive Committee that includes representatives from both industrialized and developing countries, ensuring a balanced approach to environmental management. The Fund Secretariat, located in Montreal, Canada, plays a crucial role in administering the Fund and facilitating its operations, which are vital for global environmental sustainability and compliance with international agreements.

Job Overview:
The Programme Management Assistant will be responsible for supporting the project review process and ensuring the effective management of data related to various environmental projects. This role involves assisting in the collection and analysis of data, preparing presentations and reports, and maintaining an organized filing system for all projects under review. The incumbent will work closely with implementing agencies and bilateral agencies to ensure that all project submissions are complete and accurate. Additionally, the assistant will prepare documents for Executive Committee meetings, assist in the formatting and proofreading of meeting reports, and provide overall support to the supervisor in various administrative tasks. This position requires a proactive approach to problem-solving and the ability to manage multiple priorities effectively while contributing to the overarching goals of UNEP and the MLF.

Duties and Responsibilities:

• Assist in managing the project review process by reviewing data submitted by implementing and bilateral agencies, identifying discrepancies, and ensuring accuracy.
• Extract and analyze data from existing databases to support project evaluations and decision-making processes.
• Prepare and format documents for Executive Committee meetings, including drafting project summaries and compiling pre-session documents.
• Provide support during pre-session preparations by cross-checking and reformatting translated documents.
• Assist in the completion of final meeting reports and ensure that all language versions are accurate and up-to-date.
• Draft routine correspondence and assist in mission preparations and presentations for international meetings.
• Maintain an organized filing system for all project-related documents and ensure timely follow-up on responses from relevant agencies.
• Perform other related duties as assigned to support the overall objectives of the team and the organization.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with certification in word processing, spreadsheets, and database applications being mandatory. A background in administration or project/programme management is desirable. The role requires strong organizational skills, attention to detail, and the ability to work collaboratively in a team environment. Candidates should demonstrate professionalism, planning and organizing abilities, and a commitment to gender equality in the workplace.

Educational Background:
Completion of a high school diploma or equivalent is required for this position. Additional qualifications in administration or project/programme management are desirable, as they will enhance the candidate's ability to perform the duties effectively. Certification in relevant software applications is also necessary to ensure proficiency in the tools used for data management and document preparation.

Experience:
A minimum of five years of experience in administration and project/programme management support or a related area is required. Candidates with a first-level university degree may have this requirement reduced by two years. Experience in drafting meeting reports and documents, as well as gathering and analyzing data, is essential. Familiarity with Microsoft Office applications, including Excel, Word, and Access, is required, along with experience working with senior management in international organizations being desirable. Additionally, candidates should have at least one year of experience in data analytics or a related field.

Languages:
Fluency in English is required for this position, as it is one of the working languages of the United Nations Secretariat. Knowledge of French is also essential, given the bilingual nature of the work environment. Familiarity with another official United Nations language is considered an asset, as it may enhance communication and collaboration within the organization.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work in Canada. The appointment is for an initial period of one year, with the possibility of extension based on the continued existence of the mandate and availability of funding. Staff members recruited locally are not eligible for allowances or benefits that are exclusive to international recruitment. The United Nations is committed to achieving gender balance and encourages female candidates to apply. All applicants are advised to submit their applications online as soon as possible, as the job opening will be removed at 11:59 p.m. (New York time) on the deadline date.