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Posting Title:Programme Management Officer(until 31st December 2021),P4.
Job Code Title:Programme Management Officer
Department/Office:United Nations Office at Nairobi
Posting Period:17 August 2021 – 15 September 2021
Job Opening Number:21-Programme Management-UNON-159121-R-Nairobi (E)
Staffing Exercise: N/A
Org. Setting and Reporting
The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP),the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org). This post is located within the Division of Administrative Services (DAS).
The incumbent will work on the proposed Conference Centre Upgrade project under the overall supervision of the Chief, Central Support Services (CSS) and the delegated supervision of the Chief, Facilities Management and Transport Section (FMTS).
Within delegated authority, and under the overall guidance of the Chief CSS and Chief FMTS, the Project Coordinator/ Conference Centre Upgrade Project will be responsible for the following duties:
• Provides technical leadership and expertise and acts as interface for matters related to specialist conference services for the current planning/pre-design stage for the proposed Conference Centre Upgrade project at the United Nations Office at Nairobi;
• Coordinates and implements programs/projects and tasks as assigned related to development of the current planning/ pre-design stage of the project; reviews relevant documents and reports; identifies priorities, problems and issues to be addressed and proposes corrective actions; liaises with relevant parties; initiates and ensures follow-up actions.
• Conducts research, analyzes and presents information gathered from diverse sources to better understand both current and future conferencing facilities, venues and services within the local and international environment, and associated requirements and processes on a comprehensive detailed level, including the review and analysis of issues and trends, preparation of evaluations or specialized analysis reports other research activities and studies;
• Establishes, coordinates and maintains business relationships with relevant business leaders and departments, including but not limited to coordinating various project governance related meetings with UN client entities, the United Nations Environment Programme (UNEP) and the UN Human Settlements Programme (UNHABITAT) as well as other UN offices within Kenya, the Division of Conference Services, Department of Safety and Security, Information and Communication Technology Services, Facilities Management and Transportation Section and other stakeholders as identified, to better understand their future conference and meetings requirements, hear their concerns, and the effects on the proposed project implementation;
• Provides substantive advice to project owners, stakeholders and senior management related to current and future international conferencing best practice, appropriate policies, standards and guidelines, including detailed analysis of contractual and technical outputs of professional firms, contractors and suppliers related to the field of specialist conferencing, events and associated conferencing technologies;
• Undertakes conferencing related survey initiatives; guides design of any data collection tools; reviews, analyzes and interprets responses, identifies problems/issues and prepares conclusions;
• Prepares various written outputs, e.g. background papers, analysis, relevant substantive sections of reports and studies, inputs to publications, etc. consistent with UN policies and procedures;
• Provides substantive backstopping to consultative and other meetings, conferences etc., to include, in consultation with project owners and managers, proposing agenda topics, identifying participants, preparation of documents and presentations, etc.
• Coordinates relevant project outreach, consultation and change management activities, including project workshops, seminars, etc.; makes presentations on assigned topics/activities.
• Coordinates activities as assigned related to project budget and finance, including but not limited to cost estimates for the conference services components of the project, including liaison and coordination with relevant contracted professional consultants, contractors, suppliers and preparing related documents/reports at highest quality in the context of current project deliverables.
• Serves as an effective spokesperson and establishes collaboration and partnerships with stakeholders at all levels and monitors and communicates project status, business issues, risks and significant developments related to conference services functions, as appropriate;
• Performs other duties as required.
• PROFESSIONALISM: Demonstrated professional competence and knowledge of matters related to the technical field of conference servicing, management, coordination or related field. Demonstrated knowledge and understanding of current and future theories, concepts and approaches relevant to the conferencing, meeting and events industry sector. Demonstrated ability to provide innovative and technical conference services leadership and coordination by performing similar responsibilities in the management of operations or similar large and complex projects. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• 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 audience; demonstrates openness in sharing information and keeping people informed.
• 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 decision, 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.
• MANAGING PERFORMANCE: Delegates the appropriate responsibility, accountability and decision-making authority: makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills, monitors progress against milestones and deadlines: regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.
Advanced university degree (Master’s degree or equivalent) in architecture, in a field of engineering and conference related technologies, conference and event management or relevant related field, is required. A first-level university degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.
A minimum of seven (7) years of progressively responsible experience in project/ program management, with specific reference to conferences, meetings and events facilities and venues, or related industry sector area, is required.
Experience with technical development, coordination and or implementation of large/complex conference, meetings and events facilities and venues for inter-governmental, multi-national or large scale in-country convention operations and/or projects, is required.
Experience in the technical implementation of large/complex new, renovation, refurbishment and retrofit projects for conferencing facilities and venues is desirable.
Experience with coordination of large and complex projects including a number of project stakeholders is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
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.
Evaluation of qualified candidates for this position may include a substantive assessment, such as a written test, which will be followed by a competency-based interview by phone or teleconference.
This is a Project Post. A Fixed Term position funded until 31 December 2021. Extension of the appointment is subject to availability of funds.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.
Individual Contractors and Consultants who have worked within the UN Secretariat in the last six months, irrespective of the administering entity, are ineligible to apply for or be appointed to any professional and higher temporary or fixed-term positions, within six months of the end of their current or most recent service. For such positions, at least six months need to have elapsed between the end of a consultancy or individual contract and the time of application and consideration for an appointment as a staff member under the Staff Rules and Regulations of the United Nations.
For this position, applicants from the following Member States, which are unrepresented or underrepresented in the UN Secretariat as of 30 November 2020, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brazil, Brunei Darussalam, Cabo Verde, Cambodia, China, Comoros, Cuba, Democratic People’s Republic of Korea, Djibouti, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Japan, Kiribati, Kuwait, Lao People’s Democratic Republic, Lesotho, Liberia, Libya, Liechtenstein, Luxembourg, Marshall Islands, Federated States of Micronesia, Monaco, Mozambique, Namibia, Nauru, Norway, Oman, Palau, Papua New Guinea, Qatar, Republic of Korea, Russian Federation, Saint Lucia, Saint Vincent and the Grenadines, San Marino, Sao Tome and Principe, Saudi Arabia, Solomon Islands, South Sudan, Suriname, Timor-Leste, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu, Bolivarian Republic of Venezuela.
Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staffs are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
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