Posting Title: Programme Management Assistant (Political and Partnership Assistant), G5
Job Code Title: Programme Management Assistant
Department/Office: United Nations Environment Programme
Duty Station: BEIRUT
Posting Period: 04 April 2023 – 03 May 2023
Job Opening Number: 23-Programme Management-UNEP-203781-R-Beirut (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and ReportingThe UN 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. This position is located in the Regional Office for West Asia in Beirut, Lebanon. Under the overall supervision of the Regional Director and the direct supervision of the Programme Management Officer, the incumbent will be responsible for the following duties and responsibilities: Responsibilities
1. Provides general office assistance; supports political and programmatic engagement with governments, UN and other partners, gather, synthesize and compile country profiles. 2. Contributes to the office and programme performance reports, responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence. 3. Sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc. 4. Provides guidance/training to new/junior staff and peers. 5. Assists in the creation and maintenance of a database of government and non-government partners and their profiles. 6. Assists in preparing country briefs, programme reports, communication material and event plans. 7. Assists in the coordination of programme and project planning and preparation work for projects, activities and legal instruments in West Asia. 8. Monitors status of project proposals, legal instruments and receipts of relevant documentation for review and approval. 9. Compiles, summarizes, and presents basic information, projects’ data and related topics or issues. 10. Assists the Office with preparing briefing notes, background papers and talking points to senior management. 11. Conducts basic analysis of information contained in communications and publications received from different sources, including the press; maintains up-to-date knowledge of events relating to political issues in the environment and sustainable development fields. 12. Serves as focal point for administrative coordination of programme /project implementation activities, involving extensive liaison with diverse organizational units to initiate requests; obtains necessary clearances, process and follows-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc. 13. Compiles, summarizes and enters data on project and unit’s activity delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management. 14. Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc. 15. 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. 16. Assists with visualizations and updating information material such as web pages or brochures. 17. Performs other duties as assigned.
CompetenciesPROFESSIONALISM: 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 and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources; Demonstrated ability to apply good judgment in the context of assignments given;. The ability 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 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. 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. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. The GGST is administered to applicants when required before the administration of a written assessment and/or interview.
Job – Specific QualificationFormal training and/or certification in the field of political science, public relations, and/or any related fields is desirable. Relevant training in computer skills in Microsoft is desirable.
Work ExperienceA minimum of five (5) years of experience in political and/or public relations, partnerships, or related area is required. Experience in working with other UN system entities or international organizations is desirable. Working experience in environmental programme management is desirable. Experience in Enterprise Resource Planning (ERP) and/or publishing tools 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 position fluency in English and Arabic is required. Knowledge of another official United Nations 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 will 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. 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. Applicants for General Service and related categories must be authorized to work in the country where the position is located. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel and relocation expenses incurred to take-up the appointment. 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 Candidate Profile 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 and geographical diversity 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. 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 “Contact Us” 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. 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.
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