Programme Associate

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Description

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Under the supervision and guidance of GenU’s  Deputy Director (Programmes), the Programme Associate is responsible for executing a broad variety of procedural and specialized tasks for the section, requiring in-depth knowledge of UNICEF procedures, processes and policies for GenU Programmes, including a focus on Girls’ Education Skills Partnership (GESP). These tasks will provide crucial support in budget monitoring, financial expenditures, recruitment and procurement support, human resources, invoice processing, travel coordination and facilitation, meeting coordination and minuting, and other tasks as specified by the supervisor, which will support GenU as well as our public-private GESP partnership.

How can you make a difference?

Budget Monitoring and Reporting

• Monitors budgets and financial expenditures of the team, ensuring compliance with UNICEF rules and regulations, keeping supervisor and other relevant team members 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 the section’s grants, including 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.

Calendar/Meetings/Correspondence Management

• Maintains the team’s calendar and arranges meetings
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

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.

Procurement and HR

• Supports in preparing for recruitments including reviewing TORs, collating recruitment packages, supporting on relevant administration, and working with POH/PG-HR on finalizing and issuing contracts. 

Events/Logistics

• Supports the organization of meetings and events by making the necessary logistical arrangements, through engaging with facilitators, caterers and hosts.
• Arranges times through liaising with participants over availability.
• Prepares background materials for participants and uploads cleared materials on the intranet.
• Prepares and maintains agendas on meetings and events related to the team’s commitments.

Invoice Processing

• Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.

Supplies/Equipment

• Supports management of administrative supplies, office equipment, and updating inventory of items.
• 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 distribution of office supplies.

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

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work is required.
• 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.

Source: https://jobs.unicef.org/cw/en-us/job/574004

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