Programme Assistant

Purpose for the job:

Under the close supervision and guidance of the programme officer, the programme assistant supports the respective section (s) by carrying out a range of procedural, administrative, and operational tasks, to help develop, implement, and monitor their country programme, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.

How can you make a difference? 

Key functions, accountabilities, and related duties/tasks

Program Support:

• Assist program officers in planning, implementing, and monitoring activities related to Health, Nutrition, Education, WASH, and CP programs.
• Support the collection, analysis, and reporting of program data, ensuring accuracy and timeliness.
• Contribute to the development of program reports, presentations, and other relevant documents.
• Assist in organizing and coordinating meetings, workshops, and training for program-related activities.
• Maintain proper documentation and filing systems for program-related documents.
• Preparing and maintaining records pertaining to programme planning and development for his/her respective section.

Administrative and Operational Support:

• Provide assistance to the head of the outpost in day-to-day administrative and operational tasks.
• Assist in managing office logistics, including procurement of office supplies, inventory management, and maintenance of office equipment.
• Support budget monitoring and financial reporting for the outpost (petty cash management)
• Facilitating the processing of contracts for consultants, vendors, and external partners that support the office in programme delivery. This includes preparing and filing documents, completing necessary forms and templates, uploading TORs in VISION, and making necessary logistical arrangements. Keeps vendor lists, partners, and consultant rosters up to date.
• Collecting invoices and filing documents for approval and thereafter processing in VISION and Mycase.
• Supporting the management of administrative supplies and office equipment.
• Assist in organizing and maintaining office records, files, and databases.
• Coordinate and facilitate communication between the outpost and relevant stakeholders.
• Support administrative tasks such as filing documents, organizing meetings, and handling correspondence.
• Assist in monitoring and managing office expenses and budgets related to cleaning and transportation services.
• Collaborate with the operation officer in Kabul to ensure smooth coordination and communication between the outpost and zone office.
• 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.
• Supporting capacity development activities, meetings, and conferences by making the logistical arrangements, through engaging with facilitators, caterers, and hosts; arranging times through liaising with participants over availability; liaising with budget focal points and section over costs and needs; and preparing background materials for participants.
• Maintaining office calendar and arranging meetings. Taking minutes of meetings and keeping the correspondence of the team well organized.
• Maintaining and updating a system that monitors the absence of staff.

Supervision of drivers and office Cleaner:

• Supervise the office drivers, including assigning routes, monitoring their performance, and ensuring compliance with traffic and safety regulations.
• Maintain accurate records of vehicle maintenance, fuel consumption, and driver schedules.
• Conduct regular inspections of vehicles to ensure they are in good working condition and report any repairs or maintenance needs.
• Provide guidance and support to drivers regarding safe driving practices and proper vehicle care.
• Oversee the daily cleaning and maintenance of the office premises.
• Develop and implement a cleaning schedule to ensure all areas are regularly cleaned and maintained.
• Train and guide the office cleaner on proper cleaning procedures, including the use of cleaning equipment and materials.
• Conduct regular inspections to ensure cleanliness standards are met and address any issues or concerns.
• Monitor and maintain inventory of cleaning supplies and equipment.

Travel management support:

• Liaise with travel unit colleagues to secure bookings for staff who travel within the country.
• Prepare and distribute travel itineraries and relevant documents to staff members.
• Support staff in preparing travel expense reports, ensuring accuracy and adherence to organizational guidelines.
• Verify travel-related invoices and receipts and process them for reimbursement.
• Maintain records of travel expenses and assist in budget monitoring for travel-related costs.
• Providing travel assistance to staff members in the section for travel arrangements and entitlements based on the organization’s rules and policies. Liaising with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Collaborate with CR operation officer/assistant and finance teams to ensure timely reimbursement to staff members.
• Communicate travel-related policies and procedures to staff, ensuring their understanding and compliance.

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

Education:

• Completion of secondary education, preferably supplemented by technical or university courses related to the organization’s work, is required.
• 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 an additional two years.

Experience:

• A minimum of four years of progressively responsible administrative or clerical work experience is required.
• Experience in providing administrative and operational support is desirable.
• Developing country work experience and/or familiarity with emergency.
• Having work experience and knowledge of the local context is highly desirable.
• UN experience is an added advantage.

Skills:

• Thorough knowledge of UNICEF administrative policies and procedures.
• Strong organizational, planning, and prioritizing skills and abilities.
• High sense of confidentiality, initiative, and good judgment.
• Ability to work effectively with people of different national and cultural backgrounds.
• Training and experience using MS Word, Excel, PowerPoint, and other UNICEF software such as SharePoint.
• Strong office management skills.

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.
• Fluency in Dari, the local language of the duty station, is required.

Source: https://jobs.unicef.org/cw/en-us/job/574072