Program Assistant

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Description

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How can you make a difference?

Under the direct supervision of the Chief Health Officer, the Program Assistant candidate will have the following duties:

• Facilitate contract processing for consultants, suppliers and external partners supporting the office in implementing the programme. This includes preparing and filing documents, completing necessary forms and templates, uploading terms of reference into VISION and making necessary logistical arrangements. Maintain lists of suppliers, partners and consultants.
• Ensure that the registration and administrative processing of proposals and requests for direct cash transfers (DCT) from government and NGOs is done in a timely and accurate manner.
• Collect invoices and classify documents for approval and further processing in VISION and Service Gateway.
• Prepare and maintain files, documents and control plans for monitoring project/program implementation and financial expenditures.
• Maintain the office calendar and organize meetings. Write minutes of meetings and ensure the proper organization of team correspondence.
• Provide assistance to section staff members regarding travel arrangements and related entitlements in accordance with the organization’s rules and policies. Liaise with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Prepare and maintain files relating to program planning and development for his/her respective section.
• Contribute to conducting regular spot checks of partner projects to assess financial record keeping, expenditure control and reporting systems.
• Perform transactions in VISION ensuring that program results, activities and coding are in line with Annual Work Plans (AWPs) and, where appropriate, make amendments and modifications in accordance with section revisions.
• Support capacity development activities, meetings and conferences by making necessary logistical arrangements, engaging with facilitators, caterers and hosts; arranging schedules by consulting with participants on their availability; liaising with budget focal points and the Costs and Requirements Section; and preparing information materials for participants.
• Any other task identified and assigned by the supervisor    

To be considered an advocate for every child, you must…

Minimum qualifications required:

Training: 

• Hold a secondary school diploma, preferably supplemented by higher education in logistics and preferably a management diploma.

Professional experience:

• Five years of office experience in a similar capacity or in administrative jobs in the field of logistics, shipping and warehousing.
• For this position, a Bachelor’s degree from a recognized university in a relevant field may be substituted for three years of professional experience. A Master’s degree may be substituted for two additional years. 
• Strong ability to work in a team and in a multicultural environment
• Ability to organize and prioritize tasks.
• Have a good knowledge of the usual office software (Word, Excel, etc.)
• Have the ability to express ideas and concepts orally and in writing as clearly and concisely as possible;
• Have mastery of basic management software (Windows, Excel, Word, PowerPoint)
•  Language requirements  : Perfect command of French.

Source: https://jobs.unicef.org/cw/en-us/job/575260

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