Posting Title: Senior Programme Management Assistant, G7

Job Code Title: Senior Programme Management Assistant

Department/Office: Department for General Assembly and Conference Management – DCS Nairobi

Duty Station: NAIROBI

Posting Period: 31 July 2023 – 29 August 2023

Job Opening Number: 23-Programme Management-UNON DCM-213524-R-Nairobi (X)

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

Organisational Setting and ReportingThe 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). The position is located in the Interpretation Section, Division of Conference Services. Under the supervision of the Chief of Section the incumbent will be responsible for the following duties:

Responsibilities

•  Maintains constant contact and coordinates extensively with the Chief of Section and Chiefs of booth.
•  Independently provides full range of programme management support to the Chief and staff of the Interpretation Section in the development and implementation of the work programme, special projects, initiatives, and activities by conducting research and formulating notes and suggestions.
•  Finds, compiles, analyzes, summarizes, and presents information and data on a full range of activities related to the Interpretation Section, including on matters relating to interpretation programming.
•  Reviews, appraises and revises, as necessary, all submissions received from Interpretation Section units and submits for clearance through the Division of Conference Service requests management process, ensuring compliance with guidelines.
•  Identifies problems/issues, seeks clarification from Sections, assesses replies and advises the Chief of Service and provides suggestions for further action.
•  Reviews and evaluates programme support components of standard operating procedures within the Section to improve their efficiency and effectiveness; provides inputs on the formulation of guidelines and establishment of new procedures.
•  Monitors and supports the implementation of a full range of activities within the Interpretation Section including initiatives as assigned by the Chief of Section.
•  Serves as the focal point for the coordination, monitoring and implementation of administrative/operational activities within the Interpretation Section, including matters relating to interpretation programming.
•  Monitors implementation at all stages to ensure activities are proceeding according to established plans, including analyzing difficulties and initiating remedial administrative/operational actions.
•  Liaises with relevant counterparts to initiate requests, obtains necessary clearances and resolves issues related to recruitment and appointment of personnel, use of resources for temporary assistance for meetings, IT-related initiatives and projects, recruitment of interns, training and external studies coordination and monitoring of travel of Interpretation Section staff including to service meetings and conferences outside of the duty station.
•  Serves as focal point for the coordination, monitoring and implementation of activities related to the staff selection system within the Interpretation Section ensuring compliance with relevant rules and regulations. assists the hiring manager with eligibility screening, coordinates substantive/written assessments and competency-based interviews, drafts and circulates interview notes, and monitors follow-up actions.
•  Attends to various matters concerning management of programme of work in the Interpretation Service.
•  Monitors and analyses Umoja generated reports related to management of Interpretation Section performance reporting; maintains records and data related to matters within his/her responsibilities.
•  Provides technical advice and training, as required, to support personnel in Interpretation Section; reviews relevant documents and reports to gather information and keeps abreast of the timing and substance of key meetings, events, activities.
•  Maintains files and databases on key subjects; acts as Focal point for matters relating to the interpretation programming platform, eAPG.
•  Identifies and resolves diverse issues/problems as they arise and determines appropriate actions.
•  Prepares briefs on assigned topics; responds, both orally and in writing, to a broad range of routine questions and information requests on Interpretation Service activities from various parties; as appropriate forwards questions/requests to relevant parties for reply.
•  Drafts correspondence on a wide range of subjects including of a confidential nature.
•  Supports change management in Interpretation Section through effective information sharing and problem solving.
•  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.
•  Coach other support staff as may be required.
•  Performs other duties as assigned.

CompetenciesPROFESSIONALISM: Knowledge of internal policies, processes, and procedures generally and in particular those related to programme of work management. 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. The ability to perform analysis, modelling, 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. 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. 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.

EducationCompletion of High school diploma or its equivalent is required. Supplementary training in business administration, human resources, finance, accounts, or project management, 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. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

Work ExperienceA minimum of 10 years of experience in programme, administrative services, conference services, finance, accounting, audit, human resources or related area in which 7 years are within the United Nations system or similar international organization is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree. Experience in conducting research and preparing statistical or analytical reports from various databases is desirable. Experience in processes and procedures related to travel, procurement, finance, or human resources is required. Excellent knowledge of Microsoft Office applications is required. Excellent knowledge of UN Rules, regulations, and related procedures; knowledge of Enterprise Resource Planning (ERP) Systems is desirable. One (1) year or more of experience in data analytics or related area is desirable.

LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this position advertised, fluency in oral and written English is required. Knowledge of another UN 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.

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

Special NoticeAppointment against this post is for an initial period of one year and may be subject to extension. Pursuant to staff rule 4.4 of the United Nations Staff Rules, appointment against this post is on a local basis. 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 in order to take-up the appointment. 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. 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. Internal Applicants: When completing the form, 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. 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. 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. 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. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.

United Nations ConsiderationsAccording 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 FeeTHE 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.