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Purpose of consultancy:

Programme Assistant (PA) under the Population Development Team

 

Under the supervision of the Head of Programme and guidance of the Data Analyst for Population and Development, the Programme Assistant will be primarily responsible for supporting in the over-all day to day management of projects under the Population & Development Team. The tasks include assisting in preparation and monitoring of financial and administrative requirements of FPA90 and donor-funded projects; encoding and maintaining the status of implementing partner work plans in the UNFPA systems-based information system; and ensuring financial transactions are in accordance with UNFPA financial rules and procedures. The PA will also take charge in preparing, routing, and, managing necessary documents of consultancies under PD. The PA will assist in coordinating with different government and non-government partners in managing the work plans.

 

Scope of work:

 

(Description of services, activities, or outputs)

Under the supervision of the Head of Programme and Data Analyst for PD, the Programme Assistant will carry out the following tasks:

  • Assist the PD Team in the over-all day to day management of PD projects and activities under the core and donor funds, especially on the financial and administrative requirements;
  • Assist in the preparation and monitoring of the project budgets and ensure financial transactions are in accordance with UNFPA financial rules and procedures;
  • Assist in the formulation, revision of Implementation Partner’s Annual Work Plans, Quarterly Work plans, and other UNFPA programming and reporting documents and reviewing quarterly monitoring of financial reports submitted by implementing partners;
  • Implement corporate systems and applications (GPS and ATLAS) in support of country office and implementing partner operations, creates systems and mechanisms for effective management of UNFPA resources,
  • Implement procurement procedures of UNFPA in coordination with the Procurement Associate for procurement of events and facilities, office and project equipment, supplies and services in a transparent and cost-effective manner; recommends procurement decisions;
  • Provide administrative support and coordination to activities relevant to PD activities such as hiring of consultants, scheduling of meetings, drafting of invites and correspondence, and other administrative requirements needed such as travels, reimbursements;
  • Assist in the coordination with donor and implementing partners on technical and financial reportorial requirements
  • Organize documents which are relevant to the project moving forward;
  • Any other relevant activities/responsibilities relevant to the position as assigned by the Head of Programme/PD Data Analyst.

Duration and working schedule:

15 February to 15 June 2021; Full-time position

Place where services are to be delivered:

UNFPA Country Office, Metro Manila

Delivery dates and how work will be delivered (e.g. electronic, hard copy etc.):

Monthly accomplishment report to be submitted at the 30th of each month detailing: a) Target Deliverables; b) Deliverables Achieved; and c) other Comments/Remarks

Monitoring and progress control, including reporting requirements, periodicity format and deadline:

The monthly accomplishment report described above will be prepared by the Programme  Assistant, reviewed and verified by the PD Data Analyst, and approved by the Head of Programme

Supervisory arrangements:

Under the overall direction and supervision of the National Programme Officer for PD, the internal contacts shall include the Country Representative, the Assistant Representative, the International Operations Manager, the Head of the Cotabato Sub-Office, and the CO’s programme and operations teams. 

Expected travel:

Due to the COVID-19 pandemic and ongoing quarantine, the programme assistant will be home-based and will submit the deliverables to UNFPA Philippines CO virtually

 

Required expertise, qualifications and competencies, including language requirements:

Job requirements:

  • Completed secondary level education required. First level university degree preferred with 5 years previous experience in administrative and accounting functions, or
  • Bachelor’s degree in relevant fields with 3 years previous experience in finance project management
  • Attention to detail and strong analytical skills;
  • Ability to organize work effectively and to meet planned deadlines;
  • Demonstrated ability to work harmoniously with persons of different backgrounds in multicultural environment
  • Previous experience in the UN an advantage, and knowledge of protocol;
  • Computer literacy - Word, Excel, Power-point, etc., and good knowledge of Atlas/PeopleSoft;
  • Good writing and communication skills

Core Competencies:

  • Integrity, commitment, cultural sensitivity and valuing diversity;
  • Developing people/Coaching and Mentoring;
  • Building and managing relationships; and
  • Personal leadership and effectiveness.

Functional Competencies:

  • Logistical support
  • Managing data, documents, correspondence and reports
  • Managing information and workflow
  • Planning, organizing and multi-tasking
  • Job knowledge/technical expertise

Languages: Fluency in English is required. Working knowledge of another official UN language is desirable.

 

Other Desirable Skills: Initiative, sound judgment, strong interest in development work, especially the mission of the United Nations Population Fund and dedication to the principles of the United Nations.

 

Inputs / services to be provided by UNFPA (e.g support services, office  equipment), if applicable:

Laptop, monthly communications allowance