The Position:
The Programme Assistant works under the overall supervision of the Reproductive Health Specialist. Contacts are frequent with the Programme and Monitoring and Evaluation staff in the Country Office, the sub-office established in Cotabato, and other project offices, for sharing of programme-related information. The Programme Assistant also works closely with the operations section for programme, finance administrative and travel-related transactions. External contacts are with the implementing partner project staff for exchange and dissemination of programme-related information and in the preparation of meetings and travel-related logistics. This post is located in the Country Office and reports to the Team Leader for Programme.
How you can make a difference:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
Job Purpose:
The Programme Assistant contributes to the development and implementation of the country programme by providing support to the management of UNFPA-supported programme and projects. As appropriate and under the direction of the Team Leader for Programme, the Programme Assistant will also contribute to the effective functioning of the Global Programming System.
The Programme Assistant would be responsible for the following:
- Perform programme support activities, as detailed below:
- Conduct a preliminary review of annual work plans, work plan monitoring tool and FACE forms to check on the accuracy of computation and project/fund codes.
- Organize, arrange, and coordinate various meetings of the National Officer for Reproductive Health with staff, implementing partners and other offices.
- Organize missions and fellowships of national/local government officials involved in UNFPA projects and make necessary arrangements, including venue, logistics and audio-visual equipment in coordination with the Admin Unit;
- Draft and review routine correspondence and documents and make routine follow-up;
- Maintain and keep work plans, quarterly work plan monitoring tool, FACE forms and administrative files as well as update records in prescribed format for subsequent use;
- Retrieve, research and process information from internal and external sources in the preparation of briefs for NO-RH for mission and programme review needs in accordance with the instructions received;
- Conduct research and collect data and provide information on specific developmental issues related to the Country Programme in the preparation and formulation of project proposals and position papers;
- Analyse bottlenecks in quarterly work plan monitoring and reporting and provide recommendations to improve processes and inform office policies;
- Prepare background materials, working papers and tables as well as PowerPoint presentations for briefings, review session and meetings with staff, implementing partners and visiting missions;
- Perform information dissemination functions such as distribution of reports, Information Education and Communication/Behavior Change Communication materials and baseline surveys;
- Maintain and keep current registers and control plans on the status of projects at the formulation, implementation and operational stages for programme monitoring;
- Raise requisitions in ATLAS for payments related to the project implementers; and
- Carry out any other duties as may be required by UNFPA leadership.
Qualifications and Experience
Education:
Completed secondary level education required. First level university degree preferred.
Knowledge and Experience:
- 5 years of relevant office experience in administrative work, of which one year was closely related to support of programme activities;
- Knowledge of ATLAS/PeopleSoft is an asset;
- Proficiency in MS Word, Excel, PowerPoint, Internet and other relevant computer applications;
- Good writing and communication skills;
- Fluency in oral and written English required; and
- Familiarity with the UN system will be an advantage.
Languages:
Fluency in English; knowledge of other official UN languages, preferably French and/or Spanish, is desirable.
Required Competencies
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Functional Competencies:
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Core Competencies:
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