Programme Management Assistant

Posting Title: Programme Management Assistant, G6

Job Code Title: Programme Management Assistant

Organization: United Nations Department for General Assembly and Conference Management – DCS Nairobi

Duty Station: Nairobi, Kenya

Posting Period: 08 August 2023 - 06 September 2023

Job Opening Number: 23-Programme Management-UNON DCM-214583-R-Nairobi (X)

Staffing Exercise: N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org).

This post is located in the Translation and Editorial Section within the Division of Conference Services (DCS). Under the direct supervision of the Translation Support Officer and the overall guidance and supervision of the Chief of the Translation and Editorial Section, the incumbent carries out the following duties;

Responsibilities

1. Assist in the preparation of the programme of work:
• Assists to verify the feasibility of the deadlines for the editing, referencing, translation (and revision) and word processing stages for every document received from Document Control, in consultations with Chiefs of the Language Units as necessary, taking into account the jobs being processed in the Units and their complexity, the productivity of each Unit and the requests of dates.
• Alerts Documents Management Unit, for information and action, of short lead-time requests when deadlines cannot be met.
• Works in close cooperation with Documents Management to ensure the smooth processing and timely issuance of documents to be translated by the section.
2. Monitors programmed job received by the Section, the deadline set or requested by the submitting Agency or body and the dates established for completing the various stages of processing documents.
• Promptly informs the supervisor or the Chief of the Language unit concerned of any delay in, or deviation from, the schedule at any stage, that will result in delaying the issuance of the requested translations on time, so that the necessary precautionary measures could be taken.
• Follows up on progress. Informs the supervisor where remedial measures could be taken.
3. Human Resource Management:
• Administration of the unit's human resource activities.
• Assist in arrangements for panel interviews.
• Contact consultants for conferences.
• Respond to queries and provide information and advice to staff; Maintain job opening files.
• Monitor staffing table.
• Monitor leave for staff within the office of the Chief of Section.
• Organize testing of applicants.
• Co-ordinate staff training.
• Maintain a contact and availability database of freelance staff.
• Establish contact with recruited external revisers and report writers.
• Initiate requests for recruitment, contract and travel for freelance staff.
4. General Administration:
• Provide administrative and secretarial support to the Chief of Section.
• Ensure smooth and efficient information flow.
• Prepare and process confidential information and maintain files on personnel matters.
• Respond or draft responses.
• Monitor incoming mail and take necessary follow-up.
• Maintain and manage the schedule of meetings and work for the supervisor.
• Research and compile background material on administrative issues.
• Ensure quality control functions for outgoing documents.
• Co-ordinate administrative arrangements for seminars.
• Coordinate with Information Communication and Technology Services to facilitate tele- and video conferencing.
• Maintain administrative data and records.
• Maintain files of rules, regulations and administrative instructions.
• Analyse and consolidate data in particular data relating to translation productivity and production capacity, to support the decision-making of the Chief of Section.
• Maintain liaison between the Sections and other UN agencies.
• Take notes at meetings and draft reports and minutes.
5. 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
6. Perform other duties as required.

Competencies

PROFESSIONALISM: Knowledge of internal policies, processes, and procedures generally and in particular those related to programme/project administration. 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, undertake basic research, and gather information from standard sources. The ability to perform analysis and interpretation of data in support of decision-making. Shows pride in work and in achievements; 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 & ORGANIZATION: 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, keeps the clients informed of progress or setbacks in projects, meets timeline for delivery of products or services to clients.

Education

Completion of high school diploma or equivalent is required. Supplemental training in business administration, human resources programme/project management, conference servicing or another related field is required.

Work Experience

A minimum of seven (7) years of progressive responsible experience in programme management, administrative services, human resources, documents management, conference services or related field is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.

Experience in Microsoft Office/Office 365, Outlook, SharePoint, PowerPoint and Excel is required.

Experience with SAP based Enterprise Resource Planning (ERP) systems such as Umoja or equivalent, is required.

Working experience with a documents management system is desirable.

Experience in contract management, HR administrative services or programme management, is desirable.

One (1) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working Languages of the United Nations Secretariat. For this post, fluency in English is required. Working knowledge of other official UN languages 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.

Special Notice

Appointment against this post is for an initial period of one (1) year and may be subject to extension. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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