Job Title: Programme Management Assistant
Hiring Organization: United Nations Office at Nairobi
Location – Locality: Nairobi
Location – Region: Kenya
Industry: NGO
Job Type: Full Time
Salary: KES
Date Posted: 05/27/2024
The
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.
Responsibilities
Provides
assistance in support of planning and programming assignments of interpreters
both regular and temporary staff considering all programming and AIIC
requirements for assignment of language personnel including sign-language
interpreters.
In
liaison with the Programming Officer, analyzes hiring needs, taking into
account all programming requirements including applicable workload standards
and capacity utilization.
Proposes
the draft daily assignment list for approval by the Chief of Section, taking
into account established plans and subsequent updates; Makes the necessary
adjustments in the event of a change of schedule or the absence of an
interpreter, often within limited timeframes.
Consults
with the Planning and Coordination Section to confirm interpretation needs for
conferences, meetings and missions.
Is
responsible for ensuring the overall completeness of the availability lists for
permanent interpreters (annual leave and other periods of absence) and for
temporary interpreters.
Ensures
that the full draft programme with AM/PM assignments is shared with all
in-house interpretation staff on weekly basis.
Based on
established needs, makes formal offers of work assignments to freelance
interpreters, collaborating with administrative support colleagues for related
freelance recruitment formalities.
Ensures
that all details of assignments that impact utilization of Interpretation
Service reporting are accurately recorded in the e-APG system.
Prepares
statistical reports, verifying any perceived anomalies and updating as
necessary based on other known data; liaises with the relevant Services in the
Division on productivity figures, interpreter-days, Service assignments,
freelance time and attendance data, and related matters.
Based on
knowledge of interpretation programming, makes recommendations for improvements
to the design and delivery of interpretation programming functions, and to the
maintenance and enhanced development of the interpretation programming system
with the aim to leverage technology.
Generate detailed reports on cancellations and the cost impact, as required.
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.
Support staff and freelancers with administrative actions relating to travel,
financial actions and leave, making use of ERP systems such as UMOJA, and other
working tools.
Regularly monitors all forms of correspondence received, takes action,
redistributes or escalates matters as appropriate; Drafts routine
correspondence as required.
Maintains up-to-date work unit files and data tables (both paper and
electronic).
Performs other related administrative duties relating to the day-to-day
functioning of the service, as required.
May be called upon to replace other staff in the section in their absence.
Maintaining and updating the Global Language Roster (GLR) for UNON/Division of
Conference Services/Interpretation Section front-desk.
Competencies
PROFESSIONALISM:
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
& ORGANIZATION: 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.
Education
Completion
of secondary education/ high school diploma is required. Supplementary training
in project/programme management, business administration, finance, statistics
or related field is required.
Work
Experience
A minimum
of 5 years of progressive work experience in programme/project management,
administrative services, conference services, finance, human resources or
related area is required.
The
minimum years of relevant experience is reduced to three (3) years for
candidates who possess a first-level university degree or higher. Knowledge of
Microsoft Office applications and Enterprise Resource Planning (ERP) Systems is
required.
Two
years’ experience in processes and procedures related to travel, meetings or
administrative services is desirable.
1 year or
more of experience in data analytics or related area is desirable.