Programme Management Assistant

Vor 6 Tagen

Geneve, Schweiz United Nations Vollzeit

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.

This post is located in the Secretariat of the Minamata Convention on Mercury at the Geneva duty station. Within limits of delegated authority and reporting to the Senior Policy and Coordination Officer, the Programme Assistant may be responsible for the following duties under the Implementation Support and Review workstream of the Secretariat of the Minamata Convention on Mercury:
**Responsibilities**:
1. Programmatic Support:

- Assists in the coordination of programme/project planning and preparation work especially on National Reporting (Article 21) and the preparation of Conference of the Parties (COP) documentation; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
- Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues.
- Assists in the overall planning, scheduling, finalisation, submittal and related correspondence of pre-session, in-session and post-session COP documents in Documents, Conference and Production Management System (DCPMS).
- Reviews COP documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures on documentation prior to submission for processing; identifies inconsistencies; distributes COP documents for posting upon approval.
- Manages the receipt, acknowledgement and publication of all notifications received by the Secretariat on the Convention website (as needed).
- Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, and brings to the attention of management.
- Manages access credentials and provides access support to Parties for the Online Reporting Tool to submit national reports (Article 21), and related data management tasks required every reporting cycle. Drafts correspondence and prepares and updates periodic reports, briefing notes, graphic and statistical summaries related to national reports and national focal points and other areas of work as required.

2. Administrative Support:

- Provides logístical support to a range of meetings and conferences arranged by the Secretariat including the travel of funded delegates.
- Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training /study tours, authorization of payments, disbursement of funds, procurement of equipment and services.
- Provides general office assistance; responds to complex information requests and inquiries; reviews, logs, and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing.

3. Data:

- Assists 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.
- Assists with visualizations and updating information material such as web pages or brochures.

4. Other:

- Provides guidance/training to new/junior staff.
- Performs other duties as assigned.

Competencies

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education
High school diploma or equivalent is required.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), E

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