Programme Management Assistant

• Country: Switzerland
• Organization: UNEP
• Deadline: 2023-11-22
• No of Vacancies: N/A

Responsibilities
Provide assistance and support for the implementation of programs and activities of the CITES Secretariat and the day-to-day work of the SGs Office.

a) Assists in the coordination of programme/project planning and preparation work for (SGs) Office and other CITES programmes/projects initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.

b) Compiles, summarizes, and presents basic information/data on specific programmes/projects and related topics or issues.

c) Act as a focal point for administrative coordination of programme/project implementation and involving extensive liaison with diverse organizational units to initiate requests and obtain necessary clearances, process, and follow-up on administrative actions, e.g., recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.

d) Act as a focal point to compile, summarize, and enters data on project delivery; monitors allotments, expenditures, and commitments; analyzes and verifies accuracy, validity, and availability of funds; reviews, analyze, and report. year-end funding summary balances for each fund allocation/allotment; verify uncommitted balances and advice on their possible liquidation.

e) Support the Secretary-General by compiling and maintaining the quarterly approved travel plan of the Office, including keeping track of all mission reports and follow-up actions of all CITES staff.

f) Manage the Secretary General’s (SG) schedule of meetings, engagements, and appointments; prepare substantive briefings for SGs used at conferences or official missions; keep records of all official appointments and mission reports; receive telephone calls and visitors.

g) Assists with the day-to-day running of the SGs Office and contributes to its work plan and expected results.

i) 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.

j)Assists with visualizations and updating information material such as web pages or brochures.

k) Performs other duties as assigned.
Competencies
Education
A high school diploma or equivalent is required.
Job – Specific Qualification
Additional education or technical training in the field of administration, front office management, or project/programme management is desirable.

Work Experience
Five (5) years of experience in programme or project administration, technical cooperation, or related area is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level university degree.

Experience in drafting, editing, and formatting documents (briefing notes, e-mails, memoranda, letters to high-level counterparts) is required.

Experience in coordinating electronic agendas and organizing in-person and online meetings, workshops and conferences is desirable.

One (1) year or more of experience in data analytics or related area is desirable.
Languages
English, Spanish and French are the working languages of the CITES Secretariat. For the post advertised, fluency in oral and written English and French is required. Knowledge of another official United Nations language is desirable.

NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and “Knowledge of” equals a rating of “confident” in two of the four areas.

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