Programme Management Assistant

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. Our mission is to provide leadership and encourage partnership in caring for the environment by inspiring, informing, and enabling nations and peoples to improve their quality of life without compromising that of future generations. Our work includes assessing global, regional and national environmental conditions and trends; developing international and national environmental instruments; and strengthening institutions for the wise management of the environment.
This position is located at the Brasilia Country Office. The Programme Management Assistant works in close collaboration with the Programme, Operations, Communications and project teams in the Country Office for effective achievement of results, anticipating and contributing to resolving complex programme/project-related issues and information delivery. The incumbent is expected to exercise full compliance with UNEP programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.
Under the direct supervision of the UNEP Brazil Country Office, Representative and overall guidance of the Senior Programme Officer, the incumbent assists in the implementation and monitoring of projects assigned to her/him. Also, the incumbent will be responsible for assisting the country office in programme related activities, ensuring a smooth implementation of the projects and consistency with UNEP rules and regulations.
**Responsibilities**:
1. Provide overall support to UNEP programme implementation in Brazil:
a) Initial screening of project proposals. b) Review project documents, especially, for completeness and compliance with relevant rules and procedures prior to eventual submissions and approvals. c) Elaborate Terms of Reference, cost plans/budgets, chronograms and other monitoring processes. e) Distribute project documents to relevant parties including Regional Office, Headquarters and other divisions as appropriate;
2. Support formulation of programme strategies and implementation of projects related to the Programme of Work:
a) Assist in gathering information, drafting of documents, correspondence and reports related to programmatic and project initiatives; b) Compile, summarize, and present basic information/data on specific programmes/project and related topics or issues. c) Provide inputs to Programme Officers and/or consultants to assist on projects selection and implementation, including analysis of legal documents prior to submission for final approval and signature; identification of inconsistencies; suggestion of appropriate actions.
3. Liaise with Regional Office for Latin America and Caribbean (ROLAC) on development of activities at National and Sub-Regional level:
a) Focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with diverse organizational units, especially ROLAC, to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. pre-encumbrance, obligations, Terms of Reference and contracts; b) Preparation of missions and organization of events including handling of agenda, travel plans, travel kits, training/study tours, programme and technical meetings.
4. Administrative support to Programme Management:
a) Support, as required, administrative routine/processes such as identification of national experts, procurement of goods and services. b) Proceed with periodic budget revisions and resources monitoring; c) Ensure necessary approval and entry in computerized budget system, payments, disbursement of funds and inventory of projects equipments. d) Prepare and submit, in close collaboration with Programme and Administration/Finance Units, substantive and financial reports to the relevant counterparts as required. e) Monitor project delivery and inform Programme Management, including Global Environment Facility (GEF), UNEP Offices and other divisions, as appropriate, on identification of budget shortfalls or overruns.
5. Ensures facilitation of knowledge building and knowledge sharing within the Office:
a) Provide guidance/training to new/junior staff. b) Respond to complex information requests and inquiries; reviews, log and route incoming correspondence related to the project and programme activities; set up and maintain files/records on project related documents; c) Assist in the preparation of office reports (including inventories); d) Perform other duties as assigned.
6. Perform any other duties as may be assigned.
Competencies
- PLANNING AND ORGANIZING: Develops clear goals that are consistent wit

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