Programme Associate

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Description

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• Oversee all procurement for equipment, supplies and services for supporting section including, but not limited to, checking available of vendors, obtaining quotations, and finalising contracting.
• Process travel authorization in VISION obtaining approvals through SharePoint and using appropriate funding sources.
• Maintain updated telephone tree for supporting section.

• Regularly monitoring budgets and financial expenditures of the section by employing applicable tools, ensuring compliance with UNICEF rules and regulations, and keeping the supervisor informed and advised on actions for decision and/or follow-up.
• Prepare monitoring and reporting information for supervisor and team on agreed performance indicators to drive more efficient management and accountability for results.
• Assist in preparing periodic or ad-hoc financial reports relating to regional office and donors to support the office in optimizing the use of programme funds.
• Assist in planning fund utilization according to work plan activities and support the Sections in managing funds.
• Carry 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.
• Carry out transactions in VISION pertaining to grants and programme-related items for his/her section including but not limited to registering grant allotments and tracking expiring programme grants.
• Provide support with cost estimation for the procurement of services (consultancy) and equipment.
• Process timely payment requests to ROSA finance.

• In coordination with ROSA HR, lead the finalization of TOR/Low-Value Contract providing inputs on funding sources, budget estimation, and checking availability of candidates from the roster.
• Create PRQs (for individual consultancy) and FCs (low-value contracts, interns, UNVs) and obtain approval using appropriate funding sources.
• In coordination with ROSA HR, ensure contracts/offers are issued before the contract start date.
• Support with no-cost extension or cost-based extension with required documents submitted to HR in a timely manner.

• Review information available in the VISION Performance Management system and grant utilization report to monitor FC, FR, PREQs, status of DCT payment and its liquidation, utilization of funds, status of POs (institutional and individual consultant contracts) including low-value contracts, processing vendor registration (MDM) including updates.
• Maintain and store all documents/files section-wise/year-wise and uploads/updates in ROSA ECM (Enterprise Content Management).
• Update section-wise contact/mailing list including respective section colleagues from the South Asia country office and update NYHQ.
• Provide briefings to new staff members/consultants/contractors/interns/UNVs in the section.
• Provide support in drafting SSFA, programme documents, work plans, and non-PRC submission forms for partnership with IPs and CSOs. Provides guidance to implementing partners on FACE form submission.
• Supporting the programme section in researching, compiling and analyzing qualitative and quantitative data and information from a variety of sources on subject matters relevant to the work of the section to facilitate programme delivery as well as preparation of reports, working papers and presentations

• Undertake other key responsibilities as required

• In-depth knowledge of the administration which underpins UNICEF regional office programme/project operations, including monitoring and evaluation processes.
• 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.
• Strong office management skills.
• High attention to detail.
• Ability to effectively manage the section’s material resources and monitor its budget.
• Good analytical skills.
• Experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the work of the organization.

• A minimum of six years of administrative or clerical work experience is required. Prior experience in programme support functions is an asset. Relevant experience in a UN system agency or organization is considered as an asset.

• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

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