Programme Associate

How can you make a difference?

Under the supervision and guidance of the supervisor, the Programme Associate is responsible for executing a broad range of tasks for the section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies. The Programme Associate works in close collaboration with a variety of internal and external stakeholders and partners, from country and regional offices to resource and implementing partners and other HQ Divisions. In this capacity, the need to project the image of a credible and reliable partner is critical, and the efficiency and effectiveness of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality and impact of process execution.

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

• Executive support to the Director, Front Office coordination and programme management
• Provide strategic support to the Office of the Director related to scheduling and organization of meetings and calls
• Support the travel for the Director and Team members
• Carry out transactions in VISION to ensure programme results, activities and programme coding are as per annual work plans (AWPs), making amendments and alterations when necessary.
• Support the with the monitoring of relevant KPIs and provides guidance to the section regarding related actions required.
• Prepare and maintain section/programme records and documents.
• Provide any additional support as and when assigned by the Director

Administrative and HR support

• Maintain office calendar, arrange meetings and events by coordinating availability and making the logistical arrangements, through engagement with section teams, participants, facilitators, caterers, and hosts.
• Prepares and maintains agendas on meeting and events in consultation with the Programme and Planning Specialist, coordinate background materials for participants and upload cleared materials where necessary.
• Liaise with Programme and Planning Specialist and Programme Associate (Budgets)   regarding costs, budgets and HR needs and support preparation and maintenance of administrative/HR-related background notes and documents such as section organigramme as needed.

Travel

• Assist in preparing the quarterly mission/travel plan for the section.
• Assist in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
• Provide information and travel assistance to staff based on 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.
• Manage travel records to ensure accurate transactions related to travel costs and staff travel.
• Monitor travel certification and report back to the team.

Budget Management Support

When needed support Programme Associate (Budgets) to:

• Monitor Unit grant balances and financial expenditure of grants, ensure all fund utilization and commitments are in compliance with UNICEF rules and regulations.
• Provide support on budget revision/preparation, implementation status, operational, and financial closure.
• Support payroll management by forecasting payroll needs and allocate funds accordingly.
• Produces periodic expenditure reports of the unit’s grants, including expenditure reports for annual and mid-year reviews. Supports unit’s IP staff in the preparation of liquidation analyses, request for payment and allocation memoranda.         
• Carry out transactions in VISION pertaining to grants, such as registering grant allotments and tracking expiring programme grants.

Supplies/Equipment

• Support management of office supplies and equipment.
• Monitor adequate and appropriate use of supplies; update inventory of items as needed.
• Ensure that services and maintenance of supplies are in accordance with organizational standards.
• Arrange for the purchase and timely distribution of office supplies.

Procurement

• Support management of partnership agreements in line with the organizational policies and guidance.
• Facilitate the processing of contracts for consultants and external partners; prepare and file documents, complete necessary forms and templates, upload TOR’s in VISION, and make necessary logistical arrangements.
• Responsible for collecting invoices and filing documents for approval, uploading electronic files and thereafter processing in VISION.
• Respond to client transaction status and other inquiries.
• Keep vendor lists, partners, and consultant rosters up-to-date.

The following minimum requirements:

• Completion of secondary education in public administration, finance, international relations, political science, or another relevant technical field is required.
• For this position, 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 additional two years is required.

Work Experience

• A minimum of 6 years of relevant administrative services, coordination or clerical work experience is required.
• General Service Staff are recruited locally therefore candidates MUST be US permanent resident/citizen.

Desirables/Assets:

• Experience with executive support, programme support functions and/or budget, HR management is considered an asset.
• Relevant experience in a UN system agency or organization is considered as an asset.
• Advanced computer literacy and the ability to effectively use standard office software tools (MS Office, Enterprise database) and other office technology and SharePoint platforms to create documentation, exchange and archive e-mail, and maintain electronic filing systems is highly desirable
• Working knowledge of UNICEF programme policies and administrative and financial procedures is desirable.
• Experience in VISION desirable.

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.

Source: https://jobs.unicef.org/cw/en-us/job/576217