Programme Assistant, Monrovia 53 views0 applications

Job Identification : 20643

Locations : Monrovia, Liberia

Posting Date : 09/13/2024, 03:19 PM

Apply Before : 09/28/2024, 10:17 AM

Job Schedule : Full time

Grade : G5

Vacancy Type : Fixed Term

Rotational/Non Rotational : Non-Rotational

Contract Duration : 1 Year with Possibility for extension

Education and Work Experience : High School certificate – 5 year(s) experience

Vacancy Timeline : 2 Weeks

Job Category : Administration/Operations/Support

Job Description

The Position:

The Programme Assistant is based at Liberia Country Office in Liberia. They are responsible for providing routine clerical, administrative and programme support to programme delivery and management with an aim to strengthen ongoing compliance with UNFPA policies and procedures.

The position will report to the Programme Associate – Coordination and HACT and work closely with the Country Office Programme and Operations staff with support from the Senior Management Team.

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 strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

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 (Field) will support the effective management of UNFPA programme activities in all result areas of the country programme.

You will perform clerical, administrative, communications, and programme support to the Programme team and provide organizational functions of the office in terms of providing effective

communications support to the office; ensuring facilitation of knowledge building and management; providing logistical support to programme implementation.

You will contribute to basic programme/research data for the management of the programme and in tracking progress of the programme implementation.

You would be responsible for:

• Programme support
  • Assist in programme formulation and annual work-plans, maintain and update project profiles, including progress reports and work-plans in compliance with programme implementation guidelines.
  • Provide administrative guidance to implementing partners on routine implementation of projects, tracking use of financial resources ensuring timely receipt of accurate FACE requests and reports and reviewing IP requests for advances and direct payments. Monitor status of the Operating Fund Accounts of Implementing Partners.
  • Provide logistical and administrative support to programme implementation, ensuring that meetings and workshops are well organized and reports thereof duly drafted and submitted.
  • Contribute 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 CO.
  • Assist the programme team, in providing support to implementing partners on knowledge management and programme implementation through maintaining an easy reference and friendly access to contacts and mailing lists of partners, key stakeholders, consultants, UN agencies, donor, institutions, individuals, and other contacts.
  • Provide administrative support the participation of programme team in learning/ knowledge sharing activities, compiling reports and following up on actions

2. Administrative Support

• Draft meeting notes correspondence, document for responses to routine matters relating to the country programme operations, in conformity with established procedures, ensuring clarity, accuracy of spelling, punctuation and formats prior to submission for signatures.
• Prepare information and/or briefs, summaries and background documentation required by programme staff for official missions, programme functions, seminars, conferences, events and meetings including arranging audio-visual aids as required, projector and screen, preparing PowerPoint presentations and computer-generated visuals such as graphs.
• Provide administrative support to effectively maintain the Country Office filing system; sets up a follow up system to reduce repetitive action or filling gaps; manages online database of implementing partners; assist in archiving and maintain up-to-date electronic documentation
• Collate programme related information and procurement needs, supporting programme personnel in their annual work plans, monitoring and follow-up with Implementing partners on submission of progress and financial reports.
• Liaise with Administrative Associate Human Resources Focal point on managing contracts of consultants including entering the relevant requisition facilitating release of payments, extensions, etc;
• Assist the programme team, in providing support to implementing partners on knowledge management and programme implementation through maintaining an easy reference and friendly access to contacts and mailing lists of partners, key stakeholders, consultants, UN agencies, donor, institutions, individuals, and other contacts.
• Provide administrative support the participation of programme team in learning/ knowledge sharing activities, compiling reports and following up on actions

Qualifications and Experience:

Education:

• Completion of High School Secondary Level Certificate/Diploma is required.
• First level university degree/professional certification in business administration or related fields is highly desirable.

Knowledge and Experience:

• Minimum of five years of relevant experience in an administrative support role in the public, multilateral or private sector level.
• Some experience in providing programme management support services.
• Experience in drafting correspondence in a clear, accurate and concise manner eYRQtEB BVUcJh
• Some experience in research assistance and general understanding of monitoring and evaluation is desirable
• Familiarity with UN procedures, protocol, administrative regulations and working methods especially UNFPA mandate, its policies and operations in Liberia is highly desirable.

Skills

• Good planning and organizational skills, sound judgment, initiative, ability to set priorities and work independently and under pressure.
• Good interpersonal, communication, multitasking, oral and writing skills.
• Ability to work independently and harmoniously in a multi-cultural and multi-ethnic team environment.
• Ability to work under minimum supervision and against tight deadlines.
• Good level of confidentiality, tact and discretion.
• Proficiency in the usage of current office software applications, web-based management and ERP systems.

Languages:

Fluency in English is required with excellent oral, written communication skills; Working knowledge of other local languages is desirable.

Required Competencies:

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Functional Competencies:

• Managing the organization’s financial resources
• Providing procurement services
• Ensuring facilities and assets management

Core Competencies:

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary, health insurance and other benefits as applicable.

Disclaimer:

Notice: UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm . UNFPA is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNFPA does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, abuse of authority and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. Only shortlisted candidates will be contacted for the next phase of the selection process.