The Senior Programme Assistant works on the basis of general instructions, own experience and precedents, following the Partnership or UNOPS specific procedures and practices, rules and regulations, to ensure smooth workflow in the assigned processes. The incumbent is relied upon to brief colleagues on Partnership or UNOPS specific administrative procedures and practices. The Senior Programme Assistant will work under the direct supervision of the Knowledge and Project Management Officer and in close collaboration with the GDF teams. This individual will be primarily responsible for helping to organize assigned projects, teamwork and providing administrative support. The incumbent is encouraged to seek guidance for unusual issues. Most of the work is controlled for correctness and appropriateness by the incumbent. Work is reviewed on an ad hoc basis by the supervisor for meeting expectations and overall quality; correspondence is signed or cleared by originator. Specific assignments are checked by the originator and/or the Assistant to the Executive Secretary. The Senior Programme Assistant will also support technical staff for travel and GDF mission arrangements as needed.
Functional Responsibilities:
Under the direct supervision of the Knowledge and Project Management Officer, the incumbent will be responsible for the following:
Project management support
Procurement support
Meeting administration
Travel support
Budget and finance support
Knowledge management
Project Management Support:
The project Management Support Senior Assistant will assist in documenting the development of project plans, including implementation approaches, milestones and key action items.
Assist in monitoring the assigned projects including development and updating of action logs or other tacking tools.
He/she will also assist in monitoring and analyzing contract performance to ensure compliance with contract terms, schedules and cost.
Procurement Support:
The Project Management Support Senior Assistant will initiate, through the UNOPS procurement module, contracts for consultants, technical services agreements, and general external services requests.
He/she will monitor and record receipt of deliverables and initiate and monitor payments as needed.He/she will also Initiate, through the UNOPS procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.
Meeting Administration:
The Project Management Support Senior Assistant will arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved.
He/she will prepare presentations using PowerPoint and other software packages on own initiative or based on instructions. He/she will schedule weekly team and ad hoc meetings, according to schedules and need; taking and preparation of minutes and action points. He/she will also obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents.
Travel Support:
The Project Management Support Senior Assistant will be using the UNOPS system, prepare travel requests for official Partnership/GDF travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.
Budget & Finance Support:
The Project Management Support Senior Assistant will assists in the monitoring and progress review of projects and tasks in the Partnership/GDF work plan.
He/she will provide team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.
He/she will Monitor income and expenditures for planning purposes. He/she will Promptly follow-up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents. He/she will assist in the preparation of financial and technical progress reports to donors.
Knowledge Management:
The Project Management Support Senior Assistant In close collaboration with other support staff, will create and/or maintain filing systems; continually review filing system to ensure information is up to date and effectively and efficiently used.
He/she will obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested. He/she will assist in maintaining the GDF knowledge management system. He/She will perform other related duties as required or instructed, including providing support to other areas of work.
Education/Experience/Language requirements:
Education:
Minimum of secondary school education or equivalent is required.
A Bachelors degree in Business Administration, Business management, or related, is an asset
Experience:
At least five years of relevant experience in administration, project or programme support, or related role is required.
Experience working at the UN with health programs is an asset
Knowledge of UN systems and procedures. Previous work experience in the UN system would be an asset.
