Under the supervision and guidance of the Deputy Director, Partnerships, the Programme Associate is responsible for executing a broad range of tasks for the Partnerships, Communications and Front Office teams, requiring thorough knowledge of UNICEF administrative procedures, processes and policies. The Programme Associate works in close collaboration with a variety of internal and external stakeholders and partners, from headquarters, country and regional offices to resource and implementing partners. In this capacity, the need to project the image of a credible and reliable partner is critical, and the efficiency and effectiveness of efforts directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality and impact of process execution.
Travel:
Provides travel assistance to staff members in the team for travel arrangements and entitlements based on the organization’s rules and policies.
Liaises with relevant travel focal points to ensure that the team obtains the best service and price for all travel.
Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
Monitors travel certification and report back to the team.
Meetings/Events/Logistics
Support meetings and events by coordinating availability and making the logistical arrangements, through engagement with facilitators, caterers and hosts.
Prepare and maintain agendas on meeting and events; coordinate background materials for participants and upload cleared materials where necessary.
Liaise with budget focal points regarding costs and needs.
Human Resources:
Drafts vacancy announcements for positions within the team for review by supervisor to help attract ideal candidates.
Ensures timely and efficient screening of applications for minimum eligibility, taking into account qualifications, competencies, and post requirements.
Liaises with candidates in the various stages of the recruitment process.
Coordinates the scheduling of interviews and technical assessments.
Records and maintains recruitment files, ensuring all necessary documentation has been prepared.
Monitors life-cycle of recruitment process to update supervisor as necessary.
Budget Monitoring:
Monitors budgets and financial expenditures of the team, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
Prepares and maintains records, documents and control plans for the budget monitoring of project/programme implementation.
Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.
Communications & Workflow:
Facilitates the communications and workflow of the team to enhance the efficiency and timeliness of operations and outputs.
Communicates routine and some non-routine information pertaining to the work of the team.
Establishes and maintains the team’s filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.
Supplies/Equipment:
Support management of office supplies and equipment.
Monitor adequate and appropriate use of supplies; update inventory of items as needed.
Ensure that services and maintenance of supplies are in accordance with organizational standards.
Arrange for the purchase and timely distribution of office supplies.
Invoice Processing:
Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION/Service Gateway.
Uploads electronic files and verifies results to destination system.
Responds to client transaction status and other inquiries.
Calendar/Meetings/Correspondence Management:
Maintains the team’s calendar and arranges meetings
Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
To qualify as an advocate for every child you will have…
For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience.
A master’s degree may replace additional two years.
A minimum of 6 years of relevant administrative services or clerical work experience is required.
Experience in budget and financial planning, monitoring and management is highly desirable.
Advanced computer literacy and the ability to effectively use standard office software tools (MS Office, Enterprise database) and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems.
Proficiency in using SAP/ERP systems (VISION) will be an asset.
