Program Assistant

Details

Mission and objectives

UNFPA, the United Nations Population Fund in Rwanda began around 1975. UNFPA Rwanda is currently implementing its 8th Country Programme (2018–2024) that builds upon the achievements and lessons learned from the 7th Country Programme. The 8th Country Programme is built around four outputs which contribute directly to UNFPA Strategic Plan outcomes and to UNSDCF (2018 – 2024): (i) National and subnational institutions have enhanced capacities to develop and implement strategies, guidelines and standards for increased access to sexual and reproductive health and rights information and services; (ii) National and subnational institutions have enhanced capacities to effectively deliver integrated and youth-friendly sexual and reproductive health services, including in humanitarian situations; (iii) Young people, especially young girls, are equipped with knowledge and skills to make informed decisions on reproductive health and rights and fully participate in development and humanitarian actions (iv) Government institutions at the national and subnational level are better able to generate and use disaggregated data to inform policies and programmes that address inequalities in development and humanitarian settings.

Context

The UN Volunteer will support Programme Officers to deliver the 8th Country programme which endeavours to support upstream interventions focusing on policy dialogue, advocacy, evidence generation and capacity development while ensuring that no one is left behind. This will be done by supporting the programme to use its comparative advantage to support data collection and analysis to identify the most vulnerable populations and prioritise these in advocacy interventions. UNFPA supports evidence generation and the effective delivery of integrated sexual and reproductive health services, including in humanitarian situations. The programme also ensures young people are equipped with knowledge and skills to make informed decisions on reproductive health and rights and fully participate in development and humanitarian actions. All these will be achieved through a mix of strategies and interventions supported by the Programme Assistant.

Task description

Under the direct supervision of the Deputy Representative, the UN Volunteer will undertake the following tasks:
Secretarial Tasks:
● Organise and ensure effective management of programme secretariat – online and offline.
● Contribute to the drafting, dispatching and transmission of the incoming and outgoing mails.
● File and maintain correspondences (letters, fax, e-mail…), reports and all documents related to programme implementation online and offline.
● Implement the existing online and offline filling system adopted by the office and ensure that every programme document is retrieved easily.
● Provide overall and regular administrative and secretarial support to the Deputy Representative and the programme staff as required.
● Support the Deputy Representative in following up on key tasks within the office and among stakeholders.
● Facilitate the organisation of meetings and workshops related to the programme coordination and management.
Administrative Tasks
● Prepare the programme meetings and draft minutes of the meetings.
● Follow up with the Programme Officers on key actions from the meeting.
● Ensure the availability of the filling index of the programme documents (project documents, LoUs, MoUs, AWP and others)
● Ensure the availability of an updated list of addresses of different partners involved in the Country Programme implementation.
● Ensure that logistical issues are sorted out for the workshops (booking the venue, budget preparation, equipment and stationery to be used)
Financial Tasks
● Follow up of the transmission of the FACE and quarterly activity plans.
● Follow up with the programme officers to ensure that Implementing Partner’s (IP) requests are responded to.
● Ensure proper financial online and offline filling (FACE/technical notes, quarterly activities)
● Support AWPs reviews and related reports.
● Support budgeting and budget reviews in collaboration with the operations team.
● Budget: finalise budget sheet, inputs AWP, and Payment Authorization forms.
● Follow up with finance the disbursement of funds requested by Ips and general implementation status.
● Submit weekly project monitoring reports to the Deputy Representative.
Other tasks
● Support research efforts when required.
Results/Expected Outputs:
● Administrative support to the programme team on day-to-day basis
● Proper documentation of programme related documents and correspondences.
● Timely dispatching of mail within the programme team and to partners
● Support provided to the programme team in organising meetings, missions and key events.
● Close liaison with Operations Team for the successful delivery of results