Senior Programme Management Assistant Job at UN-Habitat

United Nations JobsUN-Habitat JobsUN Jobs,

  • Job Opening ID: 250559
  • Job Network : Economic, Social and Development
  • Job Family : Programme Management
  • Category and Level : General Service and Related Categories, G-7
  • Duty Station : NAIROBI
  • Department/Office : United Nations Human Settlements Programme
  • Date Posted : Jan 22, 2025
  • Deadline : Feb 20, 2025

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Org. Setting and Reporting

The United Nations Human Settlements Programme (UN-Habitat) is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities. UN-Habitat is the focal point for all urbanization and human settlement matters within the UN system. UN-Habitat works with partners to build inclusive, safe, resilient and sustainable cities and communities. UN-Habitat promotes urbanization as a positive transformative force for people and communities, reducing inequality, discrimination and poverty. UN-Habitat works on normative and operational programmes for the implementation of the New Urban Agenda and the urban dimensions of the SDGs, with Member States, cities, and other partners.

External Relations, Knowledge and Innovation Division (ERSKI) is responsible for strategic planning, programmatic direction and operationalization of UN-Habitat’s focal point role for the New Urban Agenda and the Sustainable Development Goals in the UN system and for coordination of Emergency Programmes. The Front office of the Director supports the Director of Division who is responsible for overall management and coordinated implementation of programmes and projects in the ERSKI division.

This position is located within the Front Office of the Director of the External Relations, Knowledge and Innovation Division (ESKRI) of UN-Habitat at the Nairobi Duty Station. Under the direct supervision of the Director of the Division, the incumbent will be responsible for the following duties:

Responsibilities

  • Independently provides full range of programme/project management and implementation assistance at all phases of the programme/project cycle for, typically, a large and highly complex component of the departmental programme/project initiatives, seeking guidance only in exceptional circumstances.
  • Researches, compiles, analyses, summarizes, and presents basic information/data on wide range of programmes/projects and related topics, highlighting noteworthy issues/trends for consideration by appropriate parties.
  • Tracks resolutions and other legislative decisions that affect programme/project content and oversees the preparation of the relevant database(s) to ensure the incorporation of programmatic and other changes enacted by legislation.
  • Reviews, appraises and revises, as necessary, all submissions for substantive programmes/projects, ensuring compliance with guidelines and programme/project objectives; identifies problems/issues, seek clarification from departments, assess replies, and prepares a summary for the manager with suggestions for further action.
  • Works with funding agencies in arranging financing modalities; obtains requisite clearances; ensures establishment of proper monitoring systems through scheduled reporting, review meetings and missions.
  • Drafts budget and forecast based on submissions; prepares monitoring checklists, identifying stages of programme/project development, funding source, inputs by reviewing internal and external bodies, and follow-up actions required.
  • Monitors budgetary commitments, including verification of charges and obligation documents in Umoja for all financial transactions; prepares periodic budget revisions and ensures appropriate resource allocations; reconciles accounts with amended budget; evaluates trends of financial implementation and makes necessary recommendations to line manager.
  • Prepares newsletters on programme/project-related activities; drafts inputs for a wide range of documents/reports, briefings/debriefings, correspondence.
  • Serves as focal point for coordination, monitoring and expedition of implementation activities and participates in programme/project evaluation; monitor implementation at all stages to ensure work is proceeding according to established plans, including analysing implementation difficulties and initiating remedial action; liaises with diverse organizational units to initiate requests; prepares standard terms of reference against programme/project objectives, obtains necessary clearances, processes and follows-up on administrative actions and resolves issues related to 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.
  • Arranges for formal closures of projects, final budget revision, transfer of equipment, clearance, publication and distribution of final report.
  • Provides secretariat services to committees, ad hoc tasks forces; drafts and circulates agenda notes to members/participants; assembles background documentation; drafts minutes of the meeting; monitors follow-up actions.
  • May undertake mission/field work in support of above activities, e.g. specific administrative, operational/control tasks for programme/project activities.
  • Establishes internal databases; sets up, files, stores and manages data and information relevant to the scope of programme/project activities.
  • Supervises office support staff, including distribution and review of work assignments, training, and inputs to performance evaluation.
  • 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 related duties as assigned.

Competencies

PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research and gather information from standard sources and to work well with figures including ability to analyze and understand financial data. Ability to design information data bases from multiple sources into an integrated programme evaluation system. Ability to direct, supervise and train office support staff. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness and ability to deal proactively and tactfully with offices throughout the organization. Able to perform analysis, modeling and interpretation of data in support of decision-making. 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.

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.

Work Experience

  • A minimum of ten (10) years’ experience in administrative services, finance, human resources, or related area is required. The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first-level University degree.
  • Experience in processes and procedures related to travel is required.
  • Experience working with Enterprise Resource Planning (ERP) Systems such as SAP is required.
  • Experience working with Microsoft Office or Microsoft 365 packages is desirable.
  • A minimum of five (5) years of experience within the United Nations common system or similar international organization is desirable.
  • One (1) year or more of experience in data analytics or related area is desirable.

Languages

  • English and French are the working knowledge of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another United Nations official language is desirable.
  • NOTE: ”Fluency” equals a rating of ”fluent” in all four areas (read, write, speak, understand) and ”Knowledge of” equals a rating of ”confident” in two of the four areas.

Assessment

  • Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

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