BATCH RECRUITMENT: Programme Associate

UN Children's Fund, Lilongwe, Malawi

Skill Required:, IT and ICTProject/ Programme Management
Preferred Experience: 
5 years
Closing Date for Applications: 
25th September, 2018

Job Description

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, a future:

UNICEF Malawi Country Programme (2019-2023) is aligned with the Government of Malawi's Growth and Development Strategy (MDGS III) and the United Nations Development Assistance Framework (UNDAF). The programme supports the Government of Malawi to meet its commitment to respect, protect and fulfil childrens rights in line with international conventions and standards. The country programme is guided by the principles of children's rights, equity, gender equality, inclusion and resilience, and supports evidence-based, integrative and innovative programming. The vision is that all girls and boys in Malawi, especially the most disadvantaged and deprived, realize their rights. The programme focuses on: early childhood (parenting, high-impact social services, early stimulation and learning), middle childhood and adolescence (learning, multi-sectoral services, active citizenship), communities (decentralized services and systems, community ownership, social norms), programme effectiveness (monitoring, evaluation, HACT, Innovation, Social Protection and Social Policy and External Communication. The programme is based on leaving no child behind, realizing rights for all children in Malawi.

How can you make a difference?

Under the guidance of the Chief of Section, the Programme Associate supports the respective section(s) by providing general administrative support, as well as programme-specialized tasks that are procedural in nature. S/he requires in depth understanding of the administrative processes, manuals and policies that underpin programme delivery in UNICEF.

Summary of key functions/accountabilities:


Responsible for providing a solid administrative platform for his/her team, by implementing a variety of standardized clerical/administrative tasks, including:

  • Collecting invoices and filing documents for approval and processing in VISION.
  • Supporting the management of administrative supplies and office equipment.
  • Facilitating the processing of contracts for consultants and external partners by preparing and filing documents, completing necessary forms and templates, uploading in VISION, and making necessary logistical arrangements. Keeps vendor lists, partners, and consultant rosters up-to-date.
  • Maintaining section calendar and arrange meetings. Take minutes of meetings and keep the correspondence of the team well organized.
  • Supporting capacity development activities and conferences by making the logistical arrangements and liaising with budget focal points over costs and needs as well as preparing background materials for participants.
  • Providing travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies.
  • Maintaining and updating a system which monitors the absence of staff.


Responsible for the timely and accurate execution of the administrative tasks which underpin programme delivery, including:

  • Compiling, researching, analyzing and synthesizing qualitative and quantitative data and information from a variety of sources on subject matters relevant to the work of the section to facilitate preparation of reports, working papers, and presentations.
  • Preparing monitoring and reporting information for supervisor on agreed performance indicators to drive more efficient management and accountability for results.
  • Carrying out routine communication with external partners on the administrative aspects of programme management.
  • Facilitating the development of programme cooperation agreements (PCA's) by providing information, preparing tables and drafting selected sections of it. Prepares background material for use in discussions and briefing sessions.
  • Arranging for the recording and administrative processing of government & NGOs proposals and requests for direct cash transfers.
  • Preparing background material for use in discussions or briefing sessions with donors, government and NGOs.
  • Monitoring supplies provided to partners and ensures that distribution of supplies has been carried out according to distribution plans.
  • Conducting end user monitoring in UNICEF focus districts for cash and supplies and inform team-members on the status. Prepare reports for review by supervisor.
  • Helping conduct regular spot checks of partner's projects at district level to assess their financial record-keeping, expenditure controls and reporting systems.
  • Preparing and maintaining records to facilitate the monitoring of programme implementation.
  • Supporting capacity development activities related to performance monitoring, programme development, and related internal UNICEF systems/tools by preparing training materials and participating on exercises pertaining to program processes and procedures which aim to build capacity of stakeholders.

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

  • A completed secondary education, preferably supplemented by technical or university courses related to the field of work.
  • A minimum of six years experience in administratively supporting programme management in the development sector is required.
  • Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
  • Relevant experience in a UN system agency or organization is considered as an asset.
  • Fluency in English is required. Â Knowledge of another official UN language or local language of the duty station is considered as an asset.

For every Child, you demonstrate:

UNICEF's core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

The functional competencies required for this post are:

  • Analyzing (II)
  • Learning and Researching (II)
  • Planning and organizing (II)
  • Following Instructions and Procedures (II)

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.


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