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ADMINISTRATIVE ASSISTANT

Responsibilities

Human Resources Management
• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training, ensuring consistency in the application of regulations and procedures.
• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal in electronic information systems.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Maintains staffing tables and prepare relevant statistical data/charts.

Budget and Finance
• Assists in the preparation and review of financial and human resources proposals/ requirements.
• Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• Reviews status of relevant expenditures and compares with approved budget.
• Prepares statistical tables and standard financial reports.

General Administration
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Provides support to the focal point for Risk Management, Internal Controls and audit bodies such as Office of Internal Oversight Services (OIOS), Board of Auditors (BOA), Joint Inspection Unit (JIU) and UNEP counterparts.
• Assists in management of archives, building space and office allocation including policy and procedural advisory.
• Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.
• Performs other duties as assigned.

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Education

High school diploma or equivalent is required. Supplemental training in administration, finance/accounts, audit, human resources management or related area, is required.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

The GGST is administered to applicants when required before the administration of a written assessment and/or interview.
Work Experience

A minimum of five (5) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.

Working experience with Enterprise Resource Planning (ERP) Systems such as SAP and other related software systems is required.

Work experience in Microsoft (MS) office package is required.

Working experience in audit coordination processes and/ or risk management procedures is desirable.

Working experience with facility and/or asset and property management is desirable.

Work experience in or with service providers is desirable.

FINANCE AND BUDGET ASSISTANT

Responsibilities

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BUDGET
• Provides support with respect to the review, analyses and preparation of the medium-term plan and its revisions.
• Prepare supporting documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements.
• Assists Managers in the elaboration of resource requirements for budget submissions.
• Undertakes research and provides support to Finance & Budget Officers with respect to budget reviews of relevant
intergovernmental and expert bodies.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing
variances between approved budgets and actual expenditures.
• Assist in preparation of financial reports, donor reports and annual progress report required by governing bodies.
• Liaise with UNON to follow up on pending payments, adjustments and payables clearance on behalf of the Regional
offices teams.
• Monitors integrity of various financial databases and following up with Regional teams to ensure open grants and
agreements are within the validity dates.
• Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued.
• Co-ordinates with other Finance and Budget Staff on related issues during preparation of budget reports.
• Periodic reconciliation of accounts and review substantive completed projects for financial closure and management of open items in ERP system and related portals.
• Process fund distribution as per the approval of the governing bodies.

TREASURY:
• Identifies and annotates bank account movements.
• File and archives as required.
• Assists in cash allocation to the grants as per governing bodies approval. Monitor rejected payment ledger and ensure corrective action taken.
• Assist the Programme Officer in tracking the status of payments.

GENERAL:
• Keeps up to date on documents/reports/guidelines that have a bearing on matters related to programme, ensuring
compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures.
• Drafts or prepares correspondence to respond to enquiries in respect to relevant financial and budget matters.
• Maintain and keep up-to-date files.
• May be responsible for providing guidance, training, and daily supervision to other general service staff in the area of responsibility.
• Performs other related duties, as assigned.

Education

Completion of High school diploma or equivalent is required. Additional training in project management or other relevant field is desirable.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work Experience

A minimum of seven (7) years progressive working experience in finance, budget, accounting, administrative services or related area, is required.

Proven experience working with Enterprise Resource Platform (ERP) systems such as SAP is desirable.

Experience working with an International Organization or the UN system is desirable.

SENIOR PROGRAMME MANAGEMENT ASSISTANT

Responsibilities

• Independently provide a full range of programme/project management and implementation assistance at all phases of the programme/project cycle for projects/programmes seeking Green Climate Fund resources, seeking guidance only in exceptional circumstances.
• Researches, compiles, analyses, summarizes, and presents basic information/data on wide range of programmes /projects and related topics, highlighting noteworthy issues/trends for consideration by appropriate parties.
• Tracks Green Climate Fund Board decisions and Policies and other legislative decisions that affect programme /project content and oversees the preparation of the relevant database(s) to ensure the incorporation of programmatic and other changes enacted by policies and decisions.
• Reviews, appraises and revises, as necessary, all submissions for substantive programmes/projects, ensuring compliance with guidelines and programme/project objectives; identifies problems/issues, seek clarification from departments, assess replies, and prepares a summary for the manager with suggestions for further action.
• Obtains requisite clearances; ensures establishment of proper monitoring systems through scheduled reporting, and review meetings and missions.
• Reviews budgets in project proposal submissions; prepares monitoring checklists, identifying stages of programme/project development, funding source, inputs by reviewing internal and external bodies, and follow-up actions required.
• Monitors budgetary commitments in overall portfolio, evaluates trends of financial implementation and makes necessary recommendations to line manager.
• Prepares correspondence on programme/project-related activities; drafts inputs for a wide range of documents/reports, briefings/debriefings, correspondence.
• Supports the Programme Officer who serves as focal point for coordination, monitoring and expedition of the portfolio of approved GCF Readiness and Preparatory Support activities under implementation, ; monitor implementation of the Readiness Portfolio at all stages to ensure work is proceeding according to established plans, including analysing implementation difficulties and initiating remedial action; liaises with diverse organizational units to initiate requests; obtains necessary clearances, processes and follows-up on administrative actions.
• Review documents related to formal closures of projects in the Readiness Portfolio, including final budget revision, transfer of equipment, clearance, and final report, prior to submission to the Green Climate Fund.
• Provides secretariat services to committees, ad hoc tasks forces; drafts and circulates agenda notes to members/participants; assembles background documentation; drafts minutes of the meeting; monitors follow-up actions.
• May undertake mission/field work in support of above activities, e.g. specific administrative, operational/control tasks for programme/project activities.
• Establishes internal databases; sets up, files, stores and manages data and information relevant to the scope of programme/project activities.
• Supports the Registry function for Readiness and Preparatory Support portfolio: verifies and processes project submissions, distributes review sheets and approval letters, maintains databases of all project submissions, reviews, endorsement letters, and approval letters. This includes following up on requests to the Green Climate Fund for project amendments and disbursement requests.
• Support the coordination of the semi-annual project reporting exercise to the Green Climate Fund, including the semi-annual project progress reports for the Readiness and Preparatory Support portfolio, and tracking review sheets and responses to the Fund.
• Performs other duties as assigned.

Education

Completion of High school diploma or equivalent is required. Supplementary training in administration or project management in related fields is desirable.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work Experience

A minimum of ten (10) years of progressively responsible experience in programme or project administration, technical cooperation or related area is required.

Experience in quality assurance, knowledge management, and risk assessment in an institutional context is desirable.

Experience with global funds is desirable.

Senior Technical Advisor for Africa

Duties and responsibilities
This position is home based under the supervision of the Programme Management Officer.

In accordance with the annual work plan of the UN-REDD programme, the consultant will be responsible for technical oversight to activities of the programme across Africa by performing the following tasks:
1. Lead on the day-to-day development, implementation and reporting of activities of the programme across the Africa region:
o Implement UN-REDD activities in each country on the basis of 2022 and 2023 annual work plans,
o Provide inputs for UNEP and UN-REDD quarterly, semester and annual reporting,
o Liaise with sister agencies and UN-REDD partners to coordinate programme activities,
o Contribute to the Hiring, managing and backstop technical consultants to provide the programme with dedicated studies to support its activities,
o Review relevant documents and reports to provide inputs (e.g. UN-REDD, UNEP reports; consultants’ deliverables),
o Contribute to the UN-REDD communications and knowledge management team by sharing inputs on developed materials to
enhance the visibility of the programme, internally among UNEP and externally among partners,
o Participate in knowledge exchange events,
o Lead and/or participates in field missions, including provision of guidance to external consultants, government officials and other parties and drafting mission summaries, etc.
2. Facilitate development and geographic and thematic expansion across Africa:
o Contribute to identification of strategic opportunities, needs and gaps to deliver UNEP contribution to the UN-REDD Results
Framework, as well as the UNEP logical framework, for the 2021-2025 period,
o Guide the Africa team to transform these opportunities into concrete project ideas,
o Provide inputs and clearance to project documents before submission to donors.
3. Oversight private sector investment related to forests and mitigation/Contribute to safeguards activities as defined in the 2022 and 2023 UN-REDD inception reports,
4. Contribute to safeguards activities as defined in the 2022 and 2023 UN-REDD inception reports.

Qualifications/special skills

Academic Qualifications: An advanced-level university degree (Master’s degree or equivalent) in environmental sciences, forest policy, forest management, natural resources management, international development or environmental economics or related field is required. A first level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Experience: At least 7 years of professional experience in REDD+, forestry and climate mitigation, forest policy, forest management, climate change or ecosystem management or related fields, is required.

Previous work experience with REDD+ programmes in Africa or in other regions is a desirable.
Demonstrated experience in resource mobilization and project design, Previous work experience in project or programme management with an International organization or the private sector is desirable. Knowledge of the UN system, international organizations, national agencies or donor agencies with analytical capacity in a donor-funded environment is desirable.

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