Senior Programme Management Assistant

### Org. Setting and Reporting The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. UNEP’s Ecosystem Division drives conservation, restoration and sustainable use of ecosystems to achieve benefits for nature and people: today and future generations. The division works with Member States and partners to strengthen resilience by providing policy and technical support to catalyze sustainable social and economic transformation for biodiversity, people and peace. This position will support the work of the Nature Frameworks Support Unit (NFSU) in the Biodiversity and Land Branch, Ecosystems Division. NFSU supports countries in delivering their commitments under the Convention on Biological Diversity (CBD) and the UN Convention to Combat Desertification (UNCCD) as well as other Multilateral Environmental Agreements (e.g. CITES, CMS). The Unit serves as the technical/substantive lead in guiding UNEP delegations to relevant COPs and meetings. The Unit also liaises closely with UNEP’s Secretariat for the Kunming Biodiversity Fund, serving as the primary technical focal for in-house coordination of UNEP’s potential delivery under the fund. NFSU is also executing a Global Environment Facility (GEF)-funded project titled "Support to Preparation of the First National Report on the Implementation of the Nagoya Protocol on Access to Genetic Resources and the Fair and Equitable Sharing of Benefits arising from their Utilization." to assist 96 GEF-eligible Parties in fulfilling their obligations under Article 29 of the Nagoya Protocol. It is also executing a GEF funded project titled “Support to Preparation of the Fifth National Reports on the Implementation of the Cartagena Protocol on Biosafety” to assist 105 GEF-eligible Parties in fulfilling their obligations under Article 33 of the Cartagena Protocol. This position is located at UNEP, Ecosystems Division, Biodiversity and Land Branch, Nature Frameworks Support Unit at Nairobi duty station. Under the direct supervision of the Head, Nature Frameworks Support Unit, the incumbent will perform the following duties and responsibilities. ### Responsibilities 1. Programme Assistance and General Administration • 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. • Provides assistance in drafting agreements, budget agreements, or contributions for grants or other activities as appropriate • 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. • 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; • 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. • 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. • 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. 2. Budget and Finance • Provides expert assistance in the preparation and development of the work programme and budget • 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 IMIS 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. 3. Human Resources Management • Coordinates various actions related to the administration of the Fund's human resource activities. • Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. • Reviews and processes personnel actions through UMOJA. • Advises staff on visa matters. • Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. • Monitors UMOJA staffing tables for a variety of human resource activities. 4. Contract Administration • Assists with day-to-day administration of contracts between UNEP and external contractors for outsourced services. • Audits the contractors' invoices against the goods and services provided by the contractor and approved by UNEP. • Processes the payment of contractors' invoices and monitor payments. • Prepares and processes all UNEP forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. • Performs other 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