Programme Management Assistant (part-time 50%), Bonn

Org. Setting and ReportingThe Convention on the Conservation of Migratory Species of Wild Animals (CMS) is a global intergovernmental treaty aimed at the conservation and sustainable use of migratory species and their habitats. Numerous additional intergovernmental instruments on migratory species conservation have been adopted under the broad umbrella of CMS which are supported by the CMS Secretariat. The CMS Secretariat also provides the Secretariat for the Agreement on the Conservation of Small Cetaceans of the Baltic, Northeast Atlantic, Irish and North Seas (ASCOBANS). In addition, two regional agreements on migratory species adopted under CMS have their own Secretariats which are co-located with the CMS Secretariat in Bonn - the Agreement on the Conservation of African-Eurasian Migratory Waterbirds (AEWA) and the Agreement on the Conservation of European Populations of Bats (EUROBATS). The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. In the present context, UNEP provides the administrative functions for the Convention on the Conservation of Migratory Species of Wild Animals (CMS), the Agreement on the Conservation of African-Eurasian Migratory Waterbirds (AEWA), the Agreement on the Conservation of Small Cetaceans of the Baltic, Northeast Atlantic, Irish and North Seas (ASCOBANS) and the Agreement on the Conservation of European Populations of Bats (EUROBATS) Secretariats. This post is located in the CMS Secretariat at the Bonn duty station in Germany. Under the supervision of the Legal Officer and Head of Conference Services, the incumbent will be responsible for the following duties: Responsibilities1. Assists in the coordination of CMS projects and programmes by: • Assisting in project planning and preparation work; monitoring status of programme/project proposals and receipt of relevant documentation for review and approval. • Creating and processing grants and partners’ information, including due diligence and agreements, in the Partnership Portal, as necessary. • Reviewing project documents, especially budgets and agreements, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifying inconsistencies; distributing project documents to relevant parties upon approval. • Serving as the focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with the units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, payments, disbursement of funds, procurement of equipment and services. • Processing the procurement of goods and services for a value of up to 10,000 USD, raising shopping Carts in Umoja for further processing and preparing the payment of invoices. • Compiling, summarizing and entering data on projects; drafts related status reports, identifying shortfalls in delivery, budget overruns, and bringing them to the attention of management. 2. Assists in the planning, operational organization and logistics of CMS Secretariat meetings by: • Organizing meetings and workshops, including travel and logistics arrangements. • Serving as the focal point for administrative coordination of meetings, involving extensive liaison with the units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, payments, disbursement of funds, procurement of equipment and services. • Preparing the meeting webpage and registration form and managing registrations; preparing participants lists. • Supporting the translation of documents and making documents available for interpreters and chairs. • Ensuring documents and reports meet the UN document standards, including formatting, translating short texts and posting documents online. • Supporting podium, Secretariat Staff and participants during meetings. 3. Provides general Secretariat office support by: • Reviewing, logging and routing incoming and outgoing mailing and correspondence; managing the organization’s e-mail account, formatting and sending notifications and correspondence. • Drafting meeting invitations and correspondence on a range of issues for clearance and preparing and updating periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets. • Responding to complex information requests and inquiries. • Setting up and maintaining contacts, files and records. • Utilizing and maintaining various document databases and systems. • Prepares files for meetings and missions. • Providing guidance to new staff. 4. Data related responsibilities: • Assisting 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. • Assisting with visualizations and updating information material such as web pages or brochures. • Performing other duties as assigned. CompetenciesPROFESSIONALISM: Knowledge of policies, procedures and practices related to general administration support and project coordination. Ability to research, select, organize and summarize information required for the preparation of meetings. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. 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. 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. COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed. EducationHigh school diploma or equivalent is required. Job - Specific QualificationSupplementary training in Administration or related area is desirable. Work ExperienceA minimum of five (5) years of experience supporting programme or project coordination, general administration or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first level university degree or higher. Experience working with an Enterprise Resource Planning (ERP) system such as SAP is required. At least two (2) years of experience working in the secretariat of a multilateral environmental agreement is desirable. Experience working within the United Nations common system or similar international organization is desirable. Experience in successfully organizing and coordinating meetings with different stakeholders is desirable. One (1) year or more of experience 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. Either French or Spanish is 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).