Programme Assistant

<!–

Description

–>

• The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office.
• Provide administrative support across a range of programme support activities.

• Review obligating documents and undertake reconciliations, as required.
• Process transactions in the enterprise resource planning system and follow up with concerned parties on the receipt of deliverables and finalization of payments.
• Support in monitoring aspects of the implementation of country activities, such as, funds for project/programme budget and financial expenditures, according to the approved country work plan, drawing the attention of the supervisor to problems, inconsistencies, and delays.
• Brief staff at all levels on budget, financial, administrative, human resources and other procedures and practices.

• Provide input to the immediate supervisor on aspects of planning, resource allocation and human resources management of the programmes and projects.
• Assist with human resources administrative tasks, including monitoring staff contracts, maintaining and updating the departmental human resources plan accordingly and acting as leave administrator.
• Coordinate the smooth running of administrative functions, including maintaining an up-to-date status of the office space and acting as the office space focal point for the department.
• Analyse incoming correspondence and requests, researching and providing background information as required.
• Draft correspondence on own initiative or based on instructions and finalize correspondence/reports for signature.
• Maintain the unit’s filing system of technical documents and correspondence.
• Provide support on all administrative and logistics preparations required for the organization of meetings and staff travel.
• Support colleagues on general administrative processes and assist/backstop administrative staff in the team.

• Completion of secondary education with equivalent administrative certification or training.

• Minimum of five years of relevant experience in the secretarial/administrative field.

• Knowledge of administrative and financial support procedures and practices, rules and regulations.
• Skills to write/draft routine and non-routine correspondence and reports using proper grammar, punctuation and style.
• Skills to maintain effective client relationships.
• Ability to perform basic financial accounting operations.
• Ability to use standard office computer software, take notes and operate computerized systems and databases.
• Ability to undertake simple research, and organize information for the preparation of reports briefings and filing.

• Expert knowledge of English and local language.

<!—

<!–

–>