Programme Management Assistant, G5

Org.
Setting and Reporting
- 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.
The overall objective of UNEP's Climate Change Division is to deliver effective strategic guidance and high-impact action in support of the transition towards climate stability.
Its work is guided by ambition, innovation, credible science, and alignment to global climate goals and needs of individual countries.
The Climate Change Division works with Members States and Partners to accelerate and support a just transition by addressing climate change mitigation and adaptation through enhancing implementation capacity, provision of data information and knowledge, access to finance and technology, and building resilience.
It promotes sustainable development and effective policies for climate stability; support action so that countries progress on decarbonization, dematerialization, and resilience pathways in line with their climate commitments, aspirations, and needs; and foster transparency in reporting.
The position is located in the Climate Change Division, Mitigation Branch, Global Funds Mitigation & Transparency Section, at the Brasilia, Brazil duty station.
Under the overall supervision of the Administrative Officer for Global Funds Mitigation & Transparency Section, the incumbent will be responsible for the following duties:
- Responsibilities
- Programme/Project Operations: - Assists in the coordination of programme/project planning and preparation work for programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
- Reviews programme/project documents, especially cost estimates and budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
- Assists in preparing documents including legal agreements, for UNEP project internalization and revision processes, and provide inputs to ensure complete UNEP clearance and approval processes.
- Assist in preparation/finalization /review of budget revisions; verifies availability of funds; ensures necessary approval and entry in UMOJA.
- Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
- Assist with the coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational unit to initiate requests, obtain necessary clearances, process and follow-up on programme/project operations, e.g. - Review of reports from executing partners (expenditure reports, audit reports, inventory reports etc), disbursement of funds and travel arrangements.
- Prepares financial closure of projects.
- 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.
- Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
Payments: - Assists in review and finalization of cash advance requests for payments to the executing agencies - Provide guidance to executing agencies in order for them to complete the document correctly.
- Reviews incoming payment instructions with regard to banking details and sources of funds.
- Prepares payments for final disbursement by Cashier.
- Dispatches payment instructions to UNON Treasury and provides remittance advices to Executing Agencies.
- Notifies payees of status of payments.
- Assists staff members, consultants, executing agencies, the GEF Secretariat and the GEF Coordination Office, UNEP regarding queries on payment/funding issues - Files and archives electronic documentation as required.
General: - Organize and schedule meetings, consultations, as required, and prepare briefing notes, minutes, follow up where required;
- Drafts routine correspondence with respect to enquiries related to relevant financial and budget matters.
- Performs other related duties, as assigned.
- Competencies
- Education
- High school diploma or equivalent is required.
- Job - Specific Qualification
- Relevant training and /or qualifications in business administration, finance or accounting is desirable.
- Work Experience
- Languages
Required Languages:
Language
Reading
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