Under the supervision and guidance of the supervisor, the programme assistant supports the Chief of the Child and Community Health unit (CCHU) and all staff under his/her direct supervision. This includes providing a range of administrative, operational and financial tasks following standard procedures, and ensuring timely and effective delivery that is consistent with UNICEF rules and regulations and requires thorough knowledge of UNICEF administrative and financial procedures, processes and policies.
In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.
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.
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.
Guide managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division, and DHR.
Aid program staff with the PSEA and Civil Society Partnership assessment processes in liaison with other divisions within UNICEF.
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.
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.
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 or working visa.
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.
