Programme Management Officer, P-4

Programme Management Officer, P-4

United Nations Office at Nairobi

Nairobi, Kenya

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the respective office of the Secretary-General. UNON supports programme implementation of the UN Environment Programme (UNEP), the UN Human Settlements Programme (UN- Habitat) and Resident Coordinators System globally, as well as other UN offices in Kenya, by providing administrative, conference and information services. The post is located in the Business Continuity and Resilience Unit, Office of the Director, Division of Administrative Services. Under the direct supervision of the Director, the incumbent will be responsible for the following duties.

Responsibilities

• Assisting UNON managers in evaluating, strengthening and implementing their Business Continuity Plans (BCP) by:
  • Monitoring and analyzing new developments and/or new information related to risk management in collaboration with relevant members of safety and security, IT, and other operational units at UNON and ensure timely updates to BCP to address evolving threats;
  • Elaborating and facilitating functional tests and exercises to validate and/or modify technical options identified in the plan, preparing related reports and initiating corrective actions in collaboration with the relevant operational units;
  • Coordinating policy development on issues related to the practical implementation of BCP operations and providing strategic recommendations to UNON Senior Management to enhance organizational resilience;
  • Coordinating the production of guidelines and information tools for references of all categories of staff, critical staff and managers and organizing dissemination and posting through the usual UN channels;
  • Developing and conducting BCP training workshops;
  • Support the Crisis Management Team (CMT);
  • Managing BCP emergency stocks ensuring readiness for operational disruptions;
  • Performing activities related to budget funding, programme preparation and submissions, progress reports and preparing documentation for audits.
• Coordinating the implementation of Organizational Resilience Management System (ORMS) by:
  • Providing information and guidance on ORMS framework and on BCP planning to emergency and BCP focal points of UN agencies based in Nairobi.
  • Coordinating planning efforts with Security and Safety Services and other UNON emergency or crisis responders to reduce potential gaps or overlaps between plans and enhance continuum of preparedness under ORMS.
  • Coordinating simulation exercises to test crisis management framework and improve crisis management procedures and BCP scenarios;
  • Reviewing and maintaining ORMS documents and tools as reference for Crisis Management Team (CMT) during crisis;
  • Assisting UNON services in developing or reviewing area specific crisis contingency plans when relevant/necessary;
  • Integrating and/or adapting new UNHQ policies/standards as relevant and according to local circumstances;
  • Providing expertise and support to UNON management, as required when a business disruption occurs and triggers BCP invocation;
  • Managing audit response and compliance guidance and training, facilitating implementation of the ORMS and Enterprise Risk Management (ERM) in UNON in line with UN frameworks.
• Acting as focal point for UNON Enterprise Risk Management (ERM), and as a focal point for Warden System:
  • Leading and coordinating annual evaluations, aligned to senior management priorities;
  • Maintaining and coordinating UNON risk registers in Umoja module;
  • Representing UNON as necessary in Secretariat activities and events on ERM;
  • Providing expert guidance to UNON services in identifying and documenting all levels of risk;
  • Provide support to the UNON Warden System and act as focal point for managing and updating staff movement data;
  • Manage the appointment, training and oversight of UNON Wardens;
  • Liaise as required with DSS, Office of the Director-General and other stakeholders.
• Acting as internal evaluation focal point:
  • Leading the development and implementation of UNON evaluation work plan, including the monitoring of delivery timelines; and recording progress on the work plan and evaluation tracker tool;
  • Coordinating the planning, design (Terms of Reference), management, roll out, reporting and ensuring follow-up of internal evaluations in accordance with UNON evaluation policy, ensuring compliance with UN evaluation Administrative Instructions and guidelines;
  • Managing consultants and facilitating induction to UNON organization, sub-programmes and stakeholders;
  • Providing guidance and assistance with documentation to stakeholders throughout the evaluation process as appropriate;
  • Ensuring the tracking of recommendations and of management response and action plans, and that these are incorporated in programme planning and budget plans.
• Provide supervision to the Administrative Assistant supporting the unit.
• Performing other duties as may be assigned.

Competencies

• PROFESSIONALISM: Knowledge of Business Continuity Planning (BCP), Organizational Resilience Management System (ORMS), and Enterprise Risk Management (ERM) theories, concepts, and approaches. Ability to monitor and analyse new developments related to risk management, collaborating with Security, Information and Communication Technology, and other related operational units to ensure timely updates to business continuity planning and address evolving threats. Ability to coordinate policy development for the practical implementation of operations, providing strategic recommendations to enhance organizational resilience. Ability to coordinate planning efforts with Security and Safety services and other emergency responders to reduce potential gaps or overlaps, ensuring a continuous preparedness framework under ORMS and representation in ERM and internal evaluation matters. Ability to apply sound judgment in the context of assigned tasks, plan work independently and manage conflicting priorities effectively. 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. Tailor language, tone, style and format to match audience. Demonstrates openness in sharing information and keeping people informed.
• ACCOUNTABILITY: Takes ownership of all responsibilities and honors commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates. Provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• PLANNING & 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.

Education

• Advanced university degree (Master's degree or equivalent) in business administration, programme management, disaster management or a 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. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is an advantage.

Work Experience

• A minimum of seven (7) years of progressive experience in the area of crisis, risk, disaster and organizational resilience management as well as experience in the development and implementation of business continuity plans in international organizations is required.
• Experience in emergency preparedness and response, crisis communication and support in the United Nations system or other multinational entity is required. 3-5 years of experience in evaluation or a related area, preferably within the UN or a similar international organization is desirable.
• Knowledge of UN evaluation policies and related procedures is desirable.
• Two (2) years or more of experience in data analytics or related area is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required and knowledge of French is desirable. 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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