Programme Assistant

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Job Description

You will be responsible for delivering quality programme support services to both the Country Office staff and external clients, mastering all relevant rules, guidelines and processes, and applying established systems and procedures. You will be expected to demonstrate strong client and results orientation in service of the country programme.

You will assist in the creation of substantive knowledge by compiling, synthesizing and analyzing information relevant to sexual and reproductive health, population and development, youth and gender issues.

You would be responsible for:

Programme planning and coordination support :

Assist in the coordination of programme planning, preparation and implementation of workplans;
Facilitate/ assist in quarterly budget disbursements, and arrange for work plan progress reporting;
Compile, summarize, and present basic information and data on the country programme, specific projects, workplans and related topics;
Facilitate preparation of programme/project review meetings, draft minutes of meetings and provide any other necessary logistical support to such activities;
Undertake monitoring visits to programme/project sites, when required, and verify programme/project assets annually.

Financial management support:

Assist in the preparation of budget revisions based on approved workplans and justifications, and monitor project budgetary commitments;
Generate the required financial reports in a timely manner;
Check and examine various project financial reports for accuracy and consistency against approved budgets;
Take required actions on operational and financial closure of projects in line with UNFPA programming guidelines and NEX procedures;
Follow up with implementing partners for the timely submission of progress reports and electronic Fund Authorization and Certificate of Expenditures.

Administrative support:

Ensure that all official documents are prepared and kept in the project files for retrieval and archiving;
Facilitate programme activities, or relevant missions, by arranging meeting schedules, coordinating logistical support, collecting reference documents, and maintaining records;
Prepare necessary documentation, minutes of meetings and notes to file for relevant transactions (e.g. grant agreements, services contracts);
Ensure facilitation of knowledge‐sharing between programme and operations;
Draft routine project related correspondence;
Support/ assist in managing other administrative, assets, HR and financial matters;
Provides information to missions, visitors and programme counterparts.

Qualifications and Experience:

Education:

Completed Secondary Level Education degree or higher in finance, public health, population, economics, demography and /or another related social sciences or management field is required.

Knowledge and Experience:

At least 3 years of relevant experience in the public or private sector and programme development;
Knowledge on results-based management;
Knowledge of asset and financial management;
Ability to express clearly and concisely ideas and concepts in written and oral form;
Excellent minute-taking and writing skills;
Prior working experience with international organisations will be an advantage;
Proficiency in current office software applications.

Languages: