Background

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 (UN) system and serves as an authoritative advocate for the global environment. In the

This position is located in UNEP Sub Regional Office for West Africa based in Abidjan, Cote d’Ivoire, which was established in 2015 within the realm of UNEP Regional Office for Africa (ROA) in the context of strengthening UNEP regional presence and relevance in West Africa. The office covers the 15 Countries in West Africa including Benin, Burkina Faso, Cape Verde, Gambia, Ghana, Guinea-Conakry, Guinea Bissau, Côte d’Ivoire, Liberia, Mali, Nigeria, Senegal, Sierra Leone, and Togo. The office also ensures liaison with regional and sub-regional bodies (AfDB, ECOWAS, CILSS, etc.)

Duties and Responsibilities

Under the supervision of the head of the office, the Incumbent will be responsible for the following duties:

• Provides assistance in support of planning and implementation activities/processes for, typically, a large and highly complex component of the office programme/project initiatives;
• Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics;
• Assists in the coordination of programme planning and preparation; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval;
• Assists in the preparation and analysis of programme/project budget proposals;
• Provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized;
• Assists in the monitoring and evaluation of programmes/projects;
• Categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.;
• Carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds;
• Ensures necessary approval and entry in computerized budget system;
• Initiates financial authorizations for expenditures;
• Collaborates with programme/project managers on performance reporting;
• Liaises with relevant parties on the interpretation of the activities/services scheduled in the programme of work and various planning instruments such as the medium-term plan and internal work plans; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted;
• Drafts programme/project summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication of report multiple languages;
• Serves as focal point for coordination, monitoring and expedition of programme implementation activities, involving extensive liaison with a diverse organisational units to initiate requests;
• Prepare standard terms of reference against programme/project objectives;
• Obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.;
• Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews;
• Drafts correspondence and communications related to all aspects of programme administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports;
• Provides guidance to new/junior staff;
• Performs other duties as assigned.

Competencies

Professionalism:

• Knowledge of internal policies, programmes, 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;
• 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;
• 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.

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.
• Works collaboratively with colleagues to achieve organizational goals;
• Solicits input by genuinely valuing others’ ideas and expertise;
• 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 & 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.

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;
• Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects;
• Meets timeline for delivery of products or services to client.

Technological Awareness:

• Keeps abreast of available technology;
• Understands applicability and limitation of technology to the work of the office;
• Actively seeks to apply technology to appropriate tasks;
• Shows willingness to learn new technology.

Required Skills and Experience

Education:  

• High school diploma or equivalent;
• Additional training in administration and information management system is an asset.

Experience:

• At least 2 years of experience in programme or project administration; coordination of programme/project planning and implementation activities and basic research support with a good understanding of the context of programmes/projects, issues policies, guidelines and procedures in the assigned area;
• Knowledge of UNEP programmes and policies is an asset.

Language:

• English and French are the working languages of the United Nations Secretariat;
• For the post advertised, fluency in oral and written French AND English are required;
• Knowledge of another official United Nations language is an advantage.

Assessment Method:

• Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.

Special notice: Appointment against this post is on a local basis. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening.