Programme Assistant

The Programme Assistant provides programme, research, administrative and logistical support to the team and plays a fundamental role in supporting planning and partnerships, effective project management to implementing partners and project teams for the implementation of the country programme.

You will be responsible for: 

Effective Administrative Management of State office :

• Support the preparation and revision of the annual/quarterly work plans.
• Support organization of travel/missions of staff, partners and consultants or experts as well as the organization of workshops seminars meeting and review.
• Support internal and external information exchange system, with project managers and partners.
• Assist with preparations for technical meetings and ensure that the documentation is complete and distributed on time.
• Undertake all logistical and administrative arrangements required for the successful planning and delivery of technical workshops, inter-agency meetings, panel discussions, roundtables, missions, and other events organized by the programme staff in close collaboration with the operations team.
• Assist assigned programme staff in monitoring and following up on the reporting status with regards to annual and final reports and donor reporting.

 Support to Research and Knowledge Management Sharing:

• Provide support to preparation of programme events by gathering and compiling data and information for the preparation of events documents, speeches and position papers.
• Review incoming correspondence, collecting and/or preparing the necessary information for the reply/action, and preparing first drafts of responses to inquiries for action by the relevant supervising officers.
• Manage and maintain an accurate e-filing system of projects and of all counterparts.
• Maintain electronic mailing lists of partners, including implementing partners.
• Prepare and distribute minutes and in a timely manner and assist the team coordinator by following up on agreed actions and implementation of tasks.
• Effectively provide general research support from records and reports, and prepare periodic and ad hoc reports/briefs on programme and project activities.

Effective Programme, Financial and Operational support:

• Provides day-to-day support to programme financial operations in accordance with UNFPA rules, policies, procedures and processes and relevant Standard Operating Procedures.
• Assists with programme procurement and planning, working together with the Administrative/Finance Associate and the Operations Team in the Country Office.
• Provides logistical support programme activities (missions, trainings, conferences, workshops), including travel arrangements, accommodation).
• Ensures that travel arrangements and authorizations, mission requests, passport and visa requests and extensions, flight bookings and all other matters related to travel of international and national personnel inside and outside Ukraine are properly and timely authorized and processed.
• Supports recruitment of Individual Consultants, ensuring necessary documentation is available for hiring, review and extensions.
• Initiate request to Operations / Procurement Team in the Country Office to undertake procurement activities for planned workshop/event, coordinate and follow-up closely with the Procurement Team to ensure all necessary arrangements are in place.
• Raise requisitions in ATLAS with input in close consultation with the respective programme staff.
• Manages stationery and office supplies assists in purchasing office equipment, as required.
• 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 is desirable.

Knowledge and Experience: 

• Five years (with high school certificate)  or 2 years (with Bachelor degree) of relevant experience in supporting project/programme management in private, national and/or international organizations.
• Proficiency in current office software applications and a good basic knowledge of finances and mastery of a series of financial and spreadsheet software.
• Previous experience in the UN, multilateral agencies, and/or NGOs is desirable.
• Ability to work independently and in a team environment.
• Good knowledge of ERP, PeopleSoft or other web-based integrated system required.
• Good writing and communication skills.

Languages: 

• Fluency in English (both oral and written) is mandatory. Working knowledge of one of the Indian official languages is desirable; knowledge of other UN languages is an asset.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_2003/job/24091