Senior Programme Management Assistant

Org. Setting and ReportingThe 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. The Kunming-Montreal Global Biodiversity Framework (KM-GBF) sets a global framework composed of four overarching goals for 2050 and twenty-three targets for 2030 to accelerate action across sectors and society to address the key drivers, halt and reverse biodiversity loss globally. The Kunming Biodiversity Fund (KBF) is a new Multi-Partner Trust Fund (MPTF), with a commitment of $220m USD to date, co-led by UNEP and China, which will complement the GEF Global Biodiversity Framework Fund (GBFF) and other funds to support KM-GBF implementation in developing countries. The management of the KBF Trust Fund is carried out at three levels: • The Executive Council (EC), supported by the Secretariat, is responsible for overall coordination with KBF Partner Countries and decisions regarding the allocation of resources from the KBF Fund; • MPTF office is responsible for administering the Kunming Biodiversity Fund; and • KBF Partner Countries to implement projects that have been endorsed by the KBF EC. This position is located in the Biodiversity and Land Branch, Ecosystems Division in Montreal duty station. Under overall direction of the Executive Council, and direct supervision of the Senior Programme Manager of the Secretariat, the incumbent will be responsible for the following duties: ResponsibilitiesHuman Resources Management • Coordinates various actions related to the administration of the Fund’s human resource activities, e.g., recruitment, performance appraisal, job classification reviews, separation of staff members, training, payroll and consultants’ payments etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required. • 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, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff. Budget and Finance • Provides expert assistance in the preparation and development of the Fund’s work programme and budget. • Assists in monitoring budget/work programme. • Prepares customized financial reports in coordination with Multi-Partner Trust Fund Office. • Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff, including programmatic aspects; ensures compliance with the Medium-Term Strategy and other legislative mandates. • Assists managers in the elaboration of resource requirements for budget submissions. • Monitors budget implementation/expenditures and recommends reallocation of funds as necessary. • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds. • Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures. • Assists in the preparation of budget performance submissions. • Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. Programme Assistance and General Administration • Provide full range of programme/project management and implementation assistance at all phases of KBF including proposals application, review, and selection • Provides assistance in drafting agreements, budget agreements, or contributions for grants or other activities as appropriate. • Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions. • Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. • Takes the lead in coordinating travel planning for the Secretariat and participants. • Organizes relevant meetings and workshops to support Secretariat functions. • Performs other related administrative duties, as required (e.g., monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate support for seminars, conferences and translations). • 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. 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. Competencies• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence 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 AND 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 equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of ten years of progressively responsible experience in administrative services, financial management, or related area is required. The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher. A minimum of five (5) years of experience in an administration environment supporting projects and programmes in an international organization is required. Experience in working internationally across multiple agencies is desirable. Experience in the application of staff rules and regulations within the United Nations or a similar international organization is desirable. A minimum of 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 job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).