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Advance Your Career: Multiple Programme Management Assistant Positions Open at UNEP

Advance Your Career: Multiple Programme Management Assistant Positions Open at UNEP

Programme Management Assistant (Multiple Positions)

Job Opening ID: 207630
Job Network: Economic, Social and Development
Job Family: Programme Management
Category and Level: General Service and Related Categories, G-5
Department/Office: United Nations Environment Programme
Date Posted: April 30, 2024
Deadline: May 29, 2024

Advance Your Career: Multiple Programme Management Assistant Positions Open at UNEP
Advance Your Career: Multiple Programme Management Assistant Positions Open at UNEP

Org. Setting and Reporting

The Convention on the Conservation of Migratory Species of Wild Animals (CMS) is a landmark global intergovernmental treaty aimed at the conservation and sustainable use of migratory species and their habitats. Under the broad umbrella of CMS, numerous additional intergovernmental instruments focused on migratory species conservation have been adopted. The CMS Secretariat plays a vital role in supporting these instruments.

Additionally, two regional agreements on migratory species, adopted under CMS, have their own Secretariats which are co-located with the CMS Secretariat in Bonn – the Agreement on the Conservation of African-Eurasian Migratory Waterbirds (AEWA) and the Agreement on the Conservation of European Populations of Bats (EUROBATS). The United Nations Environment Programme (UNEP) serves as the administrative body for the CMS, AEWA, and EUROBATS Secretariats. This position is within the CMS Secretariat at the Bonn duty station in Germany and operates under the supervision of the Legal Officer and Head of Conference Services.

Advance Your Career: Multiple Programme Management Assistant Positions Open at UNEP

Responsibilities

  1. Coordination of CMS Projects and Programmes:
    • Assist in the meticulous planning and preparation of CMS projects, monitoring the status of programme/project proposals, and ensuring the timely receipt of relevant documentation for review and approval.
    • Process grants and partners’ information, including conducting due diligence and drafting agreements, as necessary, utilizing the Partnership Portal.
    • Conduct thorough reviews of project documents, especially budgets and agreements, ensuring completeness and compliance with relevant rules and procedures before submission for final approval and signature.
    • Act as the administrative focal point for coordinating programme/project implementation activities, which involves extensive liaison with various units to initiate requests, obtain necessary clearances, and facilitate administrative actions such as recruitment, travel arrangements, payments, disbursement of funds, and procurement of equipment and services.
    • Compile, summarize, and meticulously enter data on projects, preparing detailed status reports, identifying any delivery shortfalls, budget overruns, or other issues, and promptly bringing them to the attention of management for resolution.
  2. Planning, Organization, and Logistics of CMS Meetings:
    • Organize and coordinate meetings and workshops related to the CMS Secretariat, including making meticulous travel and logistics arrangements to ensure the smooth conduct of these events.
    • Serve as the primary administrative focal point for coordinating meetings, liaising extensively with relevant units to initiate requests, obtain necessary clearances, and oversee administrative actions such as recruitment, appointment of personnel, travel arrangements, payments, disbursement of funds, and procurement of equipment and services.
    • Prepare meeting webpages, registration forms, and manage participant registrations, maintaining accurate participants lists and ensuring timely communication with attendees.
    • Support the translation of meeting documents and ensure availability for interpreters and chairs, adhering to UN document standards and formatting requirements, and posting documents online for accessibility.
    • Provide on-site support during meetings, assisting podium, Secretariat staff, and participants as needed to ensure the successful execution of the event.
  3. General Secretariat Office Support:
    • Review, log, and efficiently route incoming and outgoing mail and correspondence, manage the organization’s email account, and draft notifications and correspondence on various issues, ensuring accuracy and adherence to established protocols.
    • Prepare and update periodic reports, briefing notes, graphic and statistical summaries, and accounting spreadsheets, contributing to data collection, analysis, and information sharing efforts within the Secretariat.
    • Assist in the preparation and updating of information materials such as web pages, brochures, and other promotional materials, ensuring accuracy, consistency, and compliance with organizational branding guidelines.
    • Respond promptly and professionally to complex information requests and inquiries, utilizing sound judgment and discretion in handling sensitive or confidential information.
    • Establish and maintain comprehensive contacts, files, and records, utilizing various document databases and systems effectively to ensure accessibility and accuracy of information.
    • Prepare files and logistical arrangements for meetings and missions, providing guidance and support to new staff members, and performing any other duties as assigned by supervisory personnel.
Advance Your Career: Multiple Programme Management Assistant Positions Open at UNEP
Advance Your Career: Multiple Programme Management Assistant Positions Open at UNEP

Competencies

  • Professionalism: Demonstrates a solid understanding of conference policies, procedures, and practices. Exhibits professional competence, efficiency, and perseverance in addressing challenges. Displays a commitment to gender equality and actively contributes to fostering an inclusive work environment.
  • Planning and Organizing: Develops clear goals aligned with strategic objectives, prioritizes tasks effectively, allocates resources appropriately, and proactively identifies and mitigates risks. Demonstrates flexibility and adaptability in adjusting plans to changing circumstances and utilizes time efficiently to meet deadlines.
  • Communication: Communicates articulately and persuasively in both written and verbal forms, actively listens to others, accurately interprets messages, and responds appropriately. Facilitates open and transparent communication, tailoring content and delivery to suit the audience’s needs and preferences.

Education

  • High school diploma or equivalent is required. Additional training or certification in administration would be advantageous.

Work Experience

  • A minimum of five (5) years of progressively responsible experience in programme or project administration, meeting organization, or a related field is required. Candidates with a first-level university degree or higher may qualify with three (3) years of relevant experience.
  • Proficiency in using Enterprise Resource Planning (ERP) systems such as Umoja is essential.
  • Previous experience working in the secretariat of a multilateral environmental agreement is highly desirable.
  • Experience in data analytics or a related area for at least one (1) year is preferred.

Languages

  • Fluency in English is required. Good working knowledge of German, Spanish, or French would be highly advantageous. Knowledge of other official UN languages is desirable.

Assessment

  • Evaluation may include an assessment exercise followed by a competency-based interview.

Special Notice

  • Initial appointment is for a period of one (1) year and may be subject to extension.
  • This position is subject to local recruitment, and applicants must be authorized to work for the UN in the duty station.
  • Staff members are expected to transition periodically to new roles in accordance with established rules and procedures.
  • Female candidates are strongly encouraged to apply to promote gender balance.
  • The UN is committed to fostering diversity and inclusion, and reasonable accommodations may be provided for applicants with disabilities.
  • Online applications are encouraged, and applicants will receive acknowledgment via email upon submission.

United Nations Considerations

  • The UN does not charge any fees at any stage of the recruitment process.
  • Employment decisions are based on qualifications and organizational needs, with a focus on promoting efficiency, competence, and integrity.
  • Staff members are subject to the authority of the Secretary-General and may be assigned to various roles or locations as needed.
  • Applicants are advised to carefully follow instructions provided in the online recruitment platform to ensure proper consideration of their applications.

Keywords: United Nations, Environment Programme, Convention, Migratory Species, Conservation, Programme Management, Bonn, Conference Services, Meeting Organization, Administration, Multilateral Agreements, Data Analytics, Gender Equality, Diversity, Inclusion.

Advance Your Career: Multiple Programme Management Assistant Positions Open at UNEP
Advance Your Career: Multiple Programme Management Assistant Positions Open at UNEP

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