Senior Programme Associate

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Description

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How can you make a difference?

The position is situated in the Office of Emergency Programmes (EMOPS) in the Director’s Office under the supervision of Operations Manager. The Office of Emergency Programmes has several objectives: (a) strengthen preparedness and timely, effective, and efficient response to humanitarian crises in varied contexts; (b) strengthen sustained access for principled humanitarian assistance and protection for children affected by humanitarian crises; and (c) strengthen on strategic alliances, partnerships and advocacy for child-focused humanitarian action.

The position will support the EMOPS Director’s Office, and will be accountable for procedural operational work processes, financial transactions, and administrative support services.

Purpose for the job

Under the supervision and guidance of the Operations Manager, the Snr. Programme Associate is responsible for executing a broad variety of budget monitoring and management; programme support functions; procedural rules & regulations; and administrative work processes to help develop, implement, and monitor programme activities, ensuring effective and timely delivery that is consistent with UNICEF rules and regulations.

Summary of key functions/accountabilities:

Management and Monitoring of fund resources.

• Assist in planning, identification, allocation, monitoring, and day-to-day management of supplementary (OR) funded budgets that are made available to EMOPS or being managed by EMOPS, including Global Thematic Humanitarian Funds.
• Regular preparation of budget reports, such as project utilization reports against EMOPS Annual Workplan including maintenance of overall budget monitoring tables, project proposals, and other related documents of supplementary funded projects.
• Contribute to the preparation of budgets for specific thematic projects (such as country support funds).  Prepare summary of budget status and project utilization reports by providing information and preparing monitoring tables. 
• Liaise with the regional and country offices regarding the use of EMOPS charge codes or using external charge codes for workshops/training/travel and ensuring that offices stay within budget allotments.
• Liaise with relevant sections/unit within and outside EMOPS, including EMOPS Geneva & Istanbul, DFAM, DHR, PARMO, and PD, in terms of gathering information for donor reports, financial reporting, and other reports as necessary.
• Perform data gathering, monitoring and analysis of Grants, Fund Reservations/Funds Commitments, Purchase Requisitions, Purchase Orders, SSAs status and other programme budgets.  Generate FLS/VISION reports and prepare tables for review and decision making of supervisor.
• Maintain status of unfunded supplementary funds and acceptance of donor contributions against respective projects and programme including process allocations and rephasing of OR funds.
• Establish and maintain internal supplementary budget control systems.  Verify and reconcile official FLS accounting/financial reports generated by DFAM with EMOPS records. 
• Perform as EMOPS Budget Focal Point for JPOs and OR-funded staff and liaise with DHR regarding funding and entitlements.
• Performs any other duties as required/assigned by supervisor to ensure smooth functioning of the Unit and the Office.

 Procurement and contracting process.

• Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.
• Raise purchase requisitions/create procurement case manager (PCMs) for institutional contracts as per applicable policies, procedures, rules, and regulations and follow up for completion with SD.
• Facilitates the processing of consultant’s contracts in coordination with Central Service Center (CSC) for further processing and follow up.
• Maintains up-to-date vendor lists, partners, and consultant rosters.

Invoice processing.

• Undertake daily maintenance of budget, verify and process payment requests for consultants and vendors in accordance with established guidelines. Budget Focal Point in specific budget areas relating to supplementary funds.  Review, for accuracy and financial control, supplementary-funded related transactions undertaken by EMOPS staff and other Divisions.
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.

Travel

• Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies using approved budget code and ensure that the organization obtains the best service and price for all travel including liaising with GSSC travel focal points.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures. 
• Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.

Events/Logistics

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers, and hosts.
• Liaises with budget focal points and section over costs and needs.

Supplies/Equipment

• Supports management of administrative supplies, and office equipment.
• Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Arranges for the purchase and timely procurement of office supplies.

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

Minimum requirements:

• Education: Completion of secondary school diploma education is required and preferable supplemented by first university degree in Business Administration, Finance, or related field.
• Work Experience: A minimum of 7 years’ experience in budget monitoring, financial management, and administrative management is required with the secondary school (high school) diploma, or a Bachelors with 4 years; or Masters with 2 years related experience.
• Language Requirements: Fluency and excellent writing skills in in English is critical and required, and at least one other UN Language is an asset.

Source: https://jobs.unicef.org/cw/en-us/job/575988

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