The Position:

Under the supervision of the Head of Office, the Programme Assistant provides programmatic support in the implementation of programme activities. This includes supporting the planning, management and monitoring of programmes and projects, facilitating regular project monitoring and field missions, and managing contractual matters. 

The Programme Assistant applies established systems and procedures and assists in the creation of substantive knowledge by compiling, synthesizing and analysing information relevant to sexual and reproductive health and youth issues and population dynamics.

The Programme Assistant promotes a client-oriented approach consistent with UNFPA rules and regulations, and as such will be required to regularly laisse with UNFPA partners. He/she also works in close collaboration with CO administrative/financial, programme and project staff for addressing Programme-related issues and information delivery, to ensure smooth Programme implementation in line with UNFPA rules and regulations.

You would be responsible for:

The Programme Assistant will support the office in the four substantive areas:

1. Programme Management  Support:

• Provide programme and administrative support to the programme team in the preparation of various programme documents, such as, reports, work plans, budgets and proposals on programme and projects implementation arrangements;
• Under the guidance of the supervisor, assemble briefing materials and prepare power-point and other presentations for the programme unit;
• Assists in the preparation of materials relevant to concept notes, project proposals and draft Terms of Reference for programmes/projects design;
• Identify sources, and gather and compile data and information for the preparation of documents, guidelines, and other material as required;
• Facilitates routine implementation of assigned projects: In coordination with national counterparts and project personnel assists in guiding routine implementation of assigned projects, assisting the delivery of project inputs, and ensuring participation of national counterparts in training activities and other project activities;
• Assists in ensuring relevant project monitoring and follow-up by conducting field visits, participating in review meetings and evaluation missions, making work plan/budget revisions, applies mechanisms to systematically assess the achievement of results, and preparing regular inputs to status and progress reports. Analyzes basic factors affecting the achievement of results, recommends corrective actions and follows up on recommendations;
• Provides logistical support to programme activities (project missions, study tours, trainings, conferences and workshops) including travel arrangements, accommodation, collecting supporting documents and organizing the venue;
• Assists with the advocacy and resource mobilization strategy of the UNFPA Office by compiling relevant background material for use in discussions and public events.

2. Financial Management Support:

• Use corporate ERP for receipt of goods and services;
• Be familiar with IPs projects’ budget to support operation team in determination of unutilized funds, operational and financial closure of the projects.

3. Administrative Support to the Programme Unit and Office Management:

• Provide administrative support to the Programme team in the organization of events, meetings and workshops, etc.
• Contributes to the resource mobilization activities by preparing documents/materials and reports and keeping records of the donors;
• Create and maintain files of correspondence/documents and electronically received information, and ensure up-to- date filing;
• Maintain and regularly update the list of office contacts/partners with all relevant information;
• Supports internal office coordination and update of calendars and coordinate scheduling of meetings and events working closely with program and communications team;
• Prepare presentation material/slides in Power-point for presentations for the meetings/workshops and keep all papers ready for meetings;
• Support travel arrangements for the CO team.

4. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff on programme;
• Contributions to knowledge networks and communities of practice;
• Contributes to the creation and sharing of knowledge by synthesizing and documenting findings and lessons learned, success stories and best practices, strategies and approaches of the UNFPA Office and drafting relevant materials for dissemination.

Qualifications and Experience: 

• Professional level with a minimum of five years of experience in project assistance, administration, finance or office management;
• Work experience within the UN system is an asset;
• Work experience in administrative support of development programme/project is an advantage;
• Proficiency in MS Office (MS Word, Excel and Outlook) software applications. Knowledge of financial and web management programmes would be an asset.

Find more info and apply at the following link.