Programme Management Assistant

The Programme Management Assistant supports the coordination and administration of programme and project initiatives within the UNEP Environment Management Group Secretariat. The role involves monitoring project proposals, budget reviews, administrative coordination, data management, and providing general office support to ensure effective programme implementation.

Responsibilities

• Assist in the coordination of programme/project planning and preparation work for medium-sized and complex departmental initiatives.
• Monitor the status of programme/project proposals and receipt of relevant documentation for review and approval.
• Compile, summarize, and present basic information/data on specific programmes/projects and related topics or issues.
• Review project documents, especially cost plans/budgets, for completeness and compliance prior to submission for final approval and signature; identify inconsistencies; distribute project documents upon approval.
• Review budget revisions; verify availability of funds; ensure necessary approval and entry in computerized budget system.
• Serve as focal point for administrative coordination of programme/project implementation activities, involving liaison with diverse organizational units to initiate requests, obtain clearances, process and follow-up on administrative actions such as recruitment, travel arrangements, training, payments, disbursement of funds, procurement of equipment and services.
• Compile, summarize and enter data on project delivery; draft related status reports identifying shortfalls in delivery, budget overruns, etc., and bring to management's attention.
• Draft correspondence on budget-related issues and prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets.
• Provide general office assistance; respond to complex information requests and inquiries; review, log and route incoming correspondence; set up and maintain files/records; organize meetings and workshops; handle routine administrative tasks such as maintaining attendance records and assessing telephone billing.
• Manage, update and further develop internal databases; update website; generate a variety of standard and non-standard statistical and other reports from various databases.
• Provide some specialized support to unit such as technology support, editing, desktop publishing.
• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assist with visualizations and updating information material such as web pages or brochures.
• Provide guidance/training to new/junior staff.
• Perform other duties as assigned.

Requirements

• High school diploma or equivalent.
• United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally administered test at Offices Away is required.
• A minimum of five (5) years of experience in programme or project administration, technical cooperation, general office support or related areas is required.
• The minimum year of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher.
• Work experience in the United Nations or similar international organization is required.
• Experience working with an Enterprise Resource Planning (ERP) system and recruitment system is desirable.
• Experience in handling social media communications for an international organization or the UN is desirable.
• Experience in producing basic graphics/design is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.
• English language proficiency at UN Level II for reading, writing, listening and speaking is required.

Skills

• Programme Administration
• Project Administration
• Technical Cooperation
• General Office Support
• Enterprise Resource Planning
• Recruitment System
• Social Media Communication
• Basic Graphics Design
• Data Analytics
• Budget Review
• Data Management
• Programme Coordination

Languages

English