Programme Assistant

Under the general supervision of the Planning & Monitoring Specialist, the incumbent will be expected to provide dedicated budgetary and administrative support to the D&A Section.

Some key tasks are as follows:

Strengthen systems and capacity in the area of contractual work:

• Provide support in issuing institutional and individual contracts, etc. Prepares financial commitments, disbursements, transfers, expenditures, reversals forms, etc.
• Develop/strengthen capacity in the use of systems (series of tools) to track contracts such as LTAs, short-term service agreements (SSAs) etc.
• Provide guidance with step by step on key processes for use in VISION and InSight and on rules for issuing contracts, reversals of payments.
• Monitor various contracts and LTAs.

Monitoring and tracking budgets in SAP/VISION focusing on achieving the following results:

• Maintenance and update of Data Team SharePoint collaboration site – a customized system (series of tools) developed to monitor D&A’s budgets, grants, contracts, including long term agreements (LTAs).
• Monitor various programme and budget agreements (PBAs): monitor the overall commitments, expenditures of funds in accordance with the budget allotments and weekly reports on available balance with particular attention to new charges/expenditures incurred. Take necessary actions to ensure optimum use of funds. Prepare budget transfer requests, reversals etc.
• Generate various budget reports from VISION as required.
• Support the preparation of financial reports for donors in consultation with the supervisor. Advise and assist in the preparation of budget estimates for specific projects and activities.

Maintenance and updating of system (and related tools) for initiating and monitoring Grants:

• Maintenance of a system that tracks all donor grants received and in particular the grant expiry dates and donor report due dates.
• Provide support with draft of allocation memos, grant extension requests in VISION, donor report submission, donor agreements.
• Develop and implement an electronic filing system for all relevant materials related to grants for the Data Team
• Take necessary actions to ensure there is follow-up on funds/materials missing from grants including drafting allocation memos etc.

HR management and payroll support:

• Maintain a tracking system with HR related information and cost distribution for the Section.
• Prepares Funding Certificates for new positions and ensures Data Team posts have the correct funding source.

Other duties:

• Responsible for providing efficient and timely budgetary reports as requested.
• Providing support to develop contracts and organizing of meetings.
• Training of other staff on tools/modules etc. that include VISION.

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

The following minimum requirements:

Education:

• Completion of secondary education.
• A bachelor’s degree from a recognized academic institution in a field relevant to the position may replace three (3) years of related experience. A master’s degree may replace an additional two (2) years.

Work Experience:

• At least five (5) years of relevant experience in administrative, accounting, financial or budget work
• Strong knowledge and skills in using corporate financial systems as well as standard office computer applications.
• Experience in preparing, maintaining and monitoring project budget plans and expenditures; commitments, expenditures, and liquidation of funds;
• Experience and knowledge in generating and extracting data from VISION (on usage of Budget; grants management, accounting reports, statistics, etc.) is required;
• Familiarity with TeamSite/sharepoint an asset
• Candidates applying to this position must possess the legal right to live and work in Italy. UNICEF does not arrange or provide support for candidates without legal residency.

Language Requirements:

• Fluency in English is required.

Source: https://jobs.unicef.org/cw/en-us/job/572923