Job ID:  37393

Regular/Temporary: Regular

Rotation : This post is non-rotational.

Duration: One year (*)

Post Type: Fixed Term Appointment

Please note that this vacancy is open to nationals of Ethiopia.

*No expectancy of renewal in accordance with UN Staff Regulation 4.5

The Position:

The Programme Assistant position is located in the Addis Ababa UNFPA country office and reports to the Team Leader of the Sexual and Reproductive Health Unit.

The Programme Assistant is part of the programme Unit, which provides integrated programme and technical support within a systems strengthening approach fundamental to UNFPA’s overall strategy.  The Programme Assistant works in close collaboration with all programme team members.

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 supports the design, planning and management of UNFPA’s country programme by managing data inputs, providing logistical support, monitoring project implementation and following up on recommendations. The Programme Assistant is responsible for providing programme, administrative and financial support to programme units.

Main Tasks & Responsibilities

The Programme Assistant will:

• Supports in the design, planning and management of UNFPA’s country programme by collection, analysis and provision of inputs, providing support in the monitoring of programme implementation and follows up on recommendations;
• Supports on the presentation of background information for formulation of programme related documents (e.g. draft project documents, work plans, budgets, proposals on implementation arrangements, etc.);
• Assesses project and programme activities, achievement of results, supporting the field visits, participating in review meetings and evaluation missions, preparing minutes, and providing inputs to status and progress reports;
• Provides support to the programme Officers in the creation of work plans in ATLAS (UNFPA ERP’s system), preparation of required work plan budget revisions, revision of project awards and project status, and determination of utilized funds;
• Reviews NEX (National Execution through implementing partners) financial reports to ensure compliance with internal control systems, policies and procedures and with agreed upon work plans, ensuring that project transactions are accurately posted in ATLAS; supports the implementation of audit recommendations. Follows up on the timely submission of financial and progress reports by implementing partners;
• Applies established systems and procedures and assists in the creation and sharing of knowledge by supporting knowledge compilation, documenting of findings and lessons learnt, success stories and best practices, strategies and approaches; and drafting relevant materials for dissemination;
• Provides logistics and administrative support to programmes and projects by coordinating review meetings and other programme related workshops, conferences, events and official missions, including preparing travel authorizations and making travel arrangements;
• In close collaboration with the national Programme Associate and Finance and Administration Associate, trains and guides project personnel and staff on national execution (NEX) and programme policies and procedures;
• Supports the advocacy of programme portfolio by compiling and synthesizing relevant background material for use in discussion and public events;
• Supports the resource mobilization activities by establishing and maintaining the  network of donors and public information contacts, provides assistance in organization and conducting donor meetings and public information events, preparation of donor portfolio;
• Provides administrative support, such as: review incoming correspondence, collects and prepares necessary information for reply / action, and drafts and finalizes responses; performs the general user profile role in ATLAS, including preparing requisition requests; supports in facilitating timely procurement requests and preparation of distribution plans of commodities; and contributes to maintaining and updating the programme office filing system (hard and soft files) in compliance with relevant archiving guidelines; and
• Performs other related activities as assigned by the Country Office’s Representative and Senior Management.

UNFPA Work Environment

UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.

Disclaimer

WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm

Education:

• Completed Secondary Level Education required;

• First level university degree in health, business /public administration, finance, economics or relevant social science discipline, desirable.

Knowledge and Experience:

• Five years of relevant experience in project/programme management in private, national and/or international organizations;
• Previous experience in the UN is an advantage;
• Strong interpersonal and organizational skills;
• Computer literacy – Word, Excel, Power-point, Google Suite, etc.;
• Good knowledge of Atlas / People soft or other ERP system;
• Good writing and communication skills both in English and Amharic;
• Demonstrated ability to work in a team environment.

Languages:

• Fluency in oral and written English is a requirement.

Required Competencies

Values:

• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing diversity in all its forms
• Embracing change

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

Functional Competencies:

• Logistical support
• Managing data
• Managing documents, correspondence and reports
• Managing information and workflow
• Planning, organizing and multi-tasking
• Managing financial processes

Job knowledge / technical expertise

• Proficiency in current office software applications; good basic knowledge of finances and mastery of a series of financial and spreadsheet software