Programme Associate

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Description

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How can you make a difference?

Under the supervision and guidance of the Associate Director for Planning and Partnerships, the programme associate supports the respective section by carrying out a range of programme support functions to help develop, implement and monitor their country programme, ensuring effective and timely delivery that is consistent with UNICEF rules and regulations.  

The Programme Associate works in close collaboration with a range of staff in the DO, external partners and agency counterparts in support of programme design and delivery. S/He provides regular feedback on the status of projects through monitoring milestones and advises on improvements to keep activities on track.

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

Budget Management:

Ensures that Health Programme Team’s budget is allocated and implemented in a timely manner in accordance with agreed plans. This includes the selection of required information, setting up of spreadsheets, database files, graphs, charts, and tables, and ensuring appropriateness of presentation, format and accuracy of data. In support of the programme planning and management functions, the incumbent serves as the Programme Group budget focal point and supports multi-year and annual budget planning processes by:

• Regularly monitoring budgets and financial expenditures by employing applicable tools, ensuring compliance with UNICEF rules and regulations, and keeping the supervisor informed and advised on actions for decision and/or follow-up.
• Monitoring incoming grants for timely allocation to Health Teams units. This includes the review of allocation requests in accordance with agreed plans, ensuring timely approval.
• Supporting the requesting, management and monitoring of multi-country grants and thematic funds.
• Ensuring that staff costs are accurately estimated, budgeted, and uploaded into the appropriate system, through oversight and quality assurance.
• Support the reporting of expenditures against planned budgets.
• Carrying out transactions in VISION pertaining to grants and programme-related items for his/her section including but not limited to registering grant allotments and tracking expiring programme grants.

Key Performance Indicators:

Ensures timely preparation of the Health Teams Key Performance Indicators that adhere to agreed standards. This includes:

• Preparing and circulating Key Performance Indicators reports of the Health Programme Teams periodically, ensuring alignment with Office Management Dashboards and PGLT KPIs.
• Following up with Sections’ Focal Points on actions to be taken in respective units.
• Monitoring the status of donor reports and ensuring that VISION is accurately updated by relevant colleagues in the section.
• Preparing year-end analysis of trends and lessons learned, supportive to the annual work planning process.
• Advising supervisor on necessary follow-ups at Unit Head and PD Operations levels.

Planning, operations, and coordination:

Supports the planning, budgeting, monitoring and reporting function of the Health Programme Teams by ensuring effective coordination with Programme Associates and Assistants across the Programme Group. This includes:

• Supporting the development of Standard Operating Procedures for the Health Programme Teams in compliance with UNICEF rules and regulations.
• Logistical and administrative support for meetings, including telephone video conferences and face-to-face meetings.
• Supporting capacity development activities related to programme planning and operation by preparing training materials and participating in exercises.
• Facilitating Knowledge Management activities by ensuring that records pertaining to the Health Programme Group budget and operations are stored centrally and accessible for use by others, including management of the PA collaboration site.
• Carrying out transactions in VISION ensuring programme results, activities and programme coding are as per annual work plans (AWPs) and making amendments and alterations as per section revisions when necessary.
• Managing office supplies and equipment by overseeing the procurement, inventory, maintenance, and distribution of office supplies, ensuring adequate stock and adherence to organizational standards.
• Providing comprehensive travel assistance to the staff members aligned with the organization’s rules and policies.
• Supporting the processing of contracts for consultants and external partners; prepare and file documents, complete necessary forms and templates, upload TOR’s in VISION, and make necessary logistical onboarding arrangements.
• Supporting management of partnership agreements in line with the organizational policies and guidance.

Management support:

• Provide monitoring of the Health Team’s staff contracts, promptly alerting managers to upcoming expirations and facilitating timely renewals or contract closures to ensure smooth operational continuity.
• Provide any additional support needed in the area of planning, budgeting, coordination, monitoring, or reporting as assigned by the Director and supervisor.

 The following minimum requirements:

• Completion of secondary education in public administration, finance, international relations, political science, or another relevant technical field 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 is required.

Work Experience

• A minimum of 6 years of relevant administrative services, budget management, coordination or clerical work experience is required.
• General Service Staff are recruited locally therefore candidates MUST be US permanent resident/citizen.

Desirables/Assets:

• Experience with executive support, programme support functions and/or budget, is an asset.
• Relevant experience in a UN system agency or organization is considered as an asset.
• Advanced computer literacy and the ability to effectively use standard office software tools (MS Office, Enterprise database) and other office technology and SharePoint platforms to create documentation, exchange and archive e-mail, and maintain electronic filing systems is highly desirable
• Working knowledge of UNICEF programme policies and administrative and financial procedures is desirable.
• Experience in VISION desirable.

Language Requirements

• Fluency in English is required.  Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Source: https://jobs.unicef.org/cw/en-us/job/576587

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