Programme Assistant

tendersglobal.net

Job Description

The incumbent will provide support in the day-to-day programme, financial, human resources related and administrative functions for a project/programme or technical unit of the Country Office Support Unit.
Duties:
  • 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.
Financial:
  • 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.
Administrative:
  • 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.
Required Qualifications:
Education:
Essential:
  • Completion of secondary education with equivalent administrative certification or training.
Experience:
Essential:
  • Minimum of five years of relevant experience in the secretarial/administrative field.
Skills:
  • 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.
Language Skills:
Essential:
  • Expert knowledge of English and local language.

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9 months ago

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