Batch VA: Programme Assistant

Position description

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

How can you make a difference?

Under the close supervision and guidance of the supervisor, the programme assistant supports the respective section (s) by carrying out a range of procedural, administrative, and operational tasks, to help develop, implement and monitor their country programme, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.

To qualify as an advocate for every child you will have to…

Budget Monitoring

• Oversee financial commitments and expenditures against the budget for Resource Mobilization and Advocacy within cross-sectoral areas such as travel, contracts, human resources, and program expenditures.
• Maintain and update relevant aspects of the unit’s budgets, including allocations to unit outputs, disbursements to program countries, and transfers to partners.
• Provide necessary budget information to unit staff by liaising with the Programme Operations Partner’s finance group and other budget offices within UNICEF and providing various donor reports.
• Assist unit Chiefs in monitoring the Key Performance Indicator (KPI) report and follow up as needed.

Office Planning & Project Management

• Maintain electronic documentation over SharePoint sites and Enterprise databases for easy retrieval and prompt identification of subject matters.
• Act as the focal point for administrative and personnel issues for the team.
• Monitor and follow up on personnel-related matters pertaining to unit staff and consultants.
• Serve as the Asset focal person, Office space focal person and Finance and MDM LFP, as assigned

Procurement

• Assist in the preparation of individual and institutional contracts, internship arrangements, Temporary Appointment and Fixed Term paperwork, ensuring that the Terms of Reference and other required background documentation are in order.
• Facilitate the processing of contracts for consultants and external partners that provide a service to the section.

Communications & Workflow

• Assist in basic research and drafting of presentations and statements as well as day-to-day correspondence and memos.
• Undertake all administrative tasks including facilitating correspondence with external/internal parties; responding to inquiries and other questions based on verbal guidance.
• Follow up with unit chiefs on important program and unit matters.

Travel

• Arrange travel for unit members using online booking tools to set up itineraries using UNICEF travel systems and procedures.
• Assist staff members by processing requests for visas, security and medical clearances, and other travel-related support in accordance with the requirements of the office.
• Monitor travel certification and follow up on travel claims.

Invoice Processing

• Review all invoices for accuracy for staff members, consultants, vendors, and institutional contractors, obtain budget owner approval, and provide to the local focal point (LFP) for payment processing.
• Support program managers in creating service entry sheets within Fiori.
• Respond to client transaction status and other inquiries.
• Maintain a log of all submitted/processed documents.

Partnership and HACT

• Guide managers in the process of PCA/SSFAs in line with the policies and guidance issued by DAPM
• Aid program staff with the PSEA and Civil Society Partnership assessment processes in liaison with other divisions within UNICEF.
• HACT transaction support and processing

Supplies/Equipment

• Arrange for the purchase and timely distribution of office supplies to team members as needed within organizational guidelines.
• Monitors and supervises adequate and appropriate use of supplies.

Meetings and Event Management

• Maintain the office calendar and arranges meetings
• Taking minutes of meetings, ensuring accuracy, attention to detail and coherence.
• Supporting capacity building for staff members on administrative processes, tools and procedures.
• Supporting conferences and events by making the logistical arrangements, through engaging with facilitators, caterers and hosts (other divisions/stakeholders).

Human Resources

• Provide administrative support to newcomers including access to premises and workspace, computer equipment, system roles provision and requests for configuration services
• In coordination with HRBP, support the process of stretch assignments, surge deployments and missions

To qualify as a champion for every child, the candidate must have…

• Completion of secondary education in public administration, finance, international relations, political science, or another relevant technical field is required.
• A minimum of five years of administrative or clerical work experience is required.
• General Service Staff are recruited locally therefore candidates MUST be US permanent resident/citizen.
• Prior experience in programme support functions is an asset.
• Relevant experience in a UN system agency or organization is considered as an asset.
• Ability to work effectively with people of different national and cultural backgrounds.
• Ability to effectively manage the section’s material resources and monitor its budget.
• Experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are…

• Builds and maintains partnerships
• Demonstrates self-awareness and ethical awareness
• Drive to achieve results for impact
• Innovates and embraces change
• Manages ambiguity and complexity
• Thinks and acts strategically
• Works collaboratively with others

Familiarize yourself with our competency framework and its different levels.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

Application instructions

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