Programme Management Assistant, Brasilia

Org. Setting and ReportingThe 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: ResponsibilitiesProgramme/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. CompetenciesPROFESSIONALISM: Knowledge of and ability to apply programme and project management processes, including budget preparation, financial monitoring, payment administration, compliance review and reporting. 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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 decisions, 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationRelevant training and /or qualifications in business administration, finance or accounting is desirable. Work ExperienceA minimum of five (5) years progressive working in administration, finance or budget for project operations support is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first level university degree Experience in analyzing project financial data and reports is required Experience in grant management and donor reporting is required. Experience working with Enterprise Resource Planning (ERP) systems such as UMOJA is required. Experience in applying the financial rules and regulations of the United Nations or a similar international organization, as well as the International Public Sector Accounting Standards (IPSAS), is required Work experience of one (1) year or more in data analytics or related area is desirable LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Spanish and Portuguese are desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult for details).