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Programme Management Assistant

Responsibilities

• COORDINATION, PLANNING AND IMPLEMENTATION OF ACTIVITIES/PROCESSES:  Provides assistance in support of planning and implementation activities/processes for thematic scientific assessment programme/project initiatives. Assists in the coordination of thematic scientific assessment programme/project planning and preparation; monitors status of for thematic scientific assessment programme/project proposals; takes necessary action to ensure thematic scientific assessment project documents are completed and submitted to relevant parties for approval. Serves as a focal point for coordination, implementation and expedition of thematic scientific assessment programme/project activities, involving extensive liaison with a diverse organizational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to the thematic scientific assessment project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organization of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services.  Drafts correspondence and communications related to all aspects of thematic scientific assessment programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.  Provides guidance and training to new/junior staff.  
• FINANCE AND ADMIN ASSISTANCE  Assists in the preparation and analysis of thematic scientific assessment programme/project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of thematic scientific assessment programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed thematic scientific assessment activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.   Support HR and Admin processes.  
• DATA COLLECTION, INTERPRETATION, AND MONITORING/REPORTING:  Researches, compiles, analyses, summarizes, and presents basic information/data for thematic scientific assessment programmes/project and related topics.  Assists in the monitoring and evaluation of thematic scientific assessment programmes/projects; categorizes, updates, tracks and analyses for thematic scientific assessment information related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations of thematic scientific assessment projects, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures in favour of thematic scientific assessment projects. Collaborates with thematic scientific assessment programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled and various planning instruments such as the medium-term plan and internal work plans for thematic scientific assessments; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.   Drafts thematic scientific assessment programme/project summaries, coordinates review and clearance process, and coordinates with editors, designers, translation services, on finalization and publication of thematic scientific assessment reports in multiple languages.   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.  Performs other duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of policies, processes and procedures generally and in particular those related to office administration services. Knowledge of environmental or sustainability issues. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. The ability to perform analysis, modelling and interpretation of data in support of decision-making. Demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.  
• 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.  
• COMMUNICATION:  Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Education

• High school diploma or equivalent is required.

Job – Specific Qualification

• Supplementary training in administration, general office support or other relevant fields is desirable.    

Work Experience

• A minimum of seven (7) years of progressive work experience in programme or project administration and assistance, technical cooperation, or related area is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.    Experience in project management, scientific assessments, science-policy interface, climate change, biodiversity and chemicals management, or related areas is desirable.    Experience working with Microsoft Office 365, content management system or equivalent is desirable.    One (1) year or more of experience in data analytics or related area is desirable.

Programme Management Officer

Responsibilities

• Develops and implements programmes and projects in the interface of marine environment protection, including costal and seas and maritime safety, including risk assessment and prevention and addressing environmental degradation and source to sea pollution; monitors and analyzes programme/project development and implementation; reviews relevant documents and reports; identifies problems and issues to be addressed and initiates corrective actions; liaises with relevant parties; ensures follow-up actions.  
• Assists the Chief of Unit in the formulation of policies and activities  Performs consultations, in collaboration with the partners/ clients, by planning facilitating workshops and partnership activities, through interactive sessions and assisting in developing the action plan the partners/clients will use to manage the change.  
• Researches, analyzes and presents information gathered from diverse sources.  
• Coordinates policy development, including the review and analysis of issues and trends, preparation of action plans and impact evaluations or equivalent studies, generates survey initiatives; designs data collection tools; reviews, analyses, and interprets responses / data, identify problems/issues/risks and prepares conclusions.  
• Organizes and prepares written outputs, e.g. draft background papers, analysis, sections of reports and studies, inputs to publications.  
• Provides substantive backstopping to consultative and other meetings, conferences, etc., to include proposing agenda topics, identifying participants, preparation of documents and presentations, review of partnership materials, etc.  
• Initiates and coordinates outreach activities; conducts training workshops, seminars; makes presentations on assigned topics/activities.  
• Leads and/or participates in large, complex field missions, including provision of guidance to external consultants, government officials and other parties and drafting mission summaries.  
• Coordinates activities related to budget funding (programme/project preparation and submissions, progress reports, financial statements) and prepares related documents/reports (pledging, work programme, programme budget, resource mobilization to fill budget gaps).  
• Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables, and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.  
• Performs other duties as may be required.

Competencies

• PROFESSIONALISM:  Knowledge and understanding of theories, concepts and approaches relevant to interface of marine protection and maritime safety, to environmental degradation, to risk and impact assessments, source to sea pollution or sustainable development. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to conduct data collection using various methods. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet, and other databases. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.  
• 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.
• CLIENT ORIENTATION:  Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

• Advanced university degree (Master’s degree or equivalent) in oceanography, marine geomorphology or geophysics, ocean or marine engineering or a related field is required.   A first-level university degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.  Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

• A minimum of seven (7) years of progressively responsible experience in project or programme management, administration or related area is required. A minimum of five (5) years of experience in the development or application of the Law of Sea, Maritime Safety and Marine Environment Protection is desirable. Experience in preparing scientific analysis and convening policy action on degradation of coastal and marine habitats, sediments, and pollution prevention/control, with a strong understanding of policy issues related to marine resource extraction is desirable. Experience working within the United Nations context, or an international organization is desirable.Experience in applying statistical approaches and digital tools including predictive modelling, forecasting and risk measurement is desirable. Experience in using geospatial tools to integrate biological data with geospatial information is desirable. Demonstrated experience analyzing large environmental datasets is desirable.    Demonstrated experience with cumulative effects assessment framework and its application in freshwater and marine ecosystems including deep sea environments is desirable.    Experience in fundraising for large-scale pollution and/or degradation of habitat projects is desirable.    Two (2) years or more of experience in data analytics or related area is desirable.

Deadline : Apr 30, 2024

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