PLEASE NOTE THAT THIS VACANCY IS ONLY FOR NATIONALS OF INDONESIA
PROGRAMME ASSISTANT
Level: SC5
Contract Type: Service Contract
Full/Part Time: Full-Time
Regular/Temporary: Regular
Duration: 12 months
Closing date: 4 July 2021
Duty station: Jakarta, Indonesia
Job ID: 38082
The position:
The Programme Assistant provides programme support services ensuring high quality, accuracy and consistency of work. The Programme Assistant works in close collaboration with the operations, programme and project staff in the CO. You will report to the Programme Analyst.
How you can make a difference:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
Job Purpose:
Under the direct supervision of the Programme Analyst and with overall guidance of the Assistant Representative, the Programme Assistant delivers quality programme support services to principally internal but also external clients, mastering all relevant rules, guidelines, processes and procedures. S/he is client and results-oriented in service of the country programme. S/He also applies established systems and procedures and assists in the creation of substantive knowledge by compiling, synthesizing and analyzing information relevant to country programme.
Main Tasks and Responsibilities:
Summary of Key Functions:
- Support to management of the CO programme
- Provide administrative and logistical support to the Programme Unit
- Support to knowledge building and knowledge sharing
Provide programme support to management of the CO programme focusing on achievement of the following results:
- Assist in the preparation, implementation and monitoring process of the country programme, including providing input from implementing partners, managing budgets, monitoring expenditure of Annual Work Plans; monitoring compliance of programme and financial reports (SPR, FACE and WPMT) and conducting field monitoring visits;
- Ensure proper management of the Programme Units filing and archiving system;
- Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches, policy brief and position papers;
- Assemble briefing materials and prepare presentations for the Programme Analysts;
- Organize, compile and process information from donors, Regional Offices, as inputs to various databases and documents;
Provides administrative and logistical support focusing on achievement of the following results:
- In consultation with the Operations unit, provide logistical and administrative support and financial arrangements for meetings and workshops.
- Make travel arrangements, manage administrative files on the personnel’s mission travels/mission reports; and responsible for the preparation and updating of the travel plans for pogramme personnel.
- Raise requisition in Atlas and obtain approval and ensure budget checked valid and liaise with the Operations team for sourcing to PO no later than 10th day of the next month.
- In close collaboration with the operations team, follow up any administrative matters entering the relevant requisition facilitating the release of payments. Review the accuracy and completeness of invoice and supporting documents and prepare the payment request (PRC) through Aodocs workflow.
- Maintain relevant internal databases and files; keep track of contractual agreements. Verify claims for accuracy and conformance with procurement rules and regulations
Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Participation in the trainings for the programme/projects staff on programme and operations
- Contributions to knowledge networks and communities of practice.
Summary of Key Functions:
- Support to management of the CO programme
- Provide administrative and logistical support to the Programme Unit
- Support to knowledge building and knowledge sharing
Provide programme support to management of the CO programme focusing on achievement of the following results:
- Assist in the preparation, implementation and monitoring process of the country programme, including providing input from implementing partners, managing budgets, monitoring expenditure of Annual Work Plans; monitoring compliance of programme and financial reports (SPR, FACE and WPMT) and conducting field monitoring visits;
- Ensure proper management of the Programme Units filing and archiving system;
- Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches, policy brief and position papers;
- Assemble briefing materials and prepare presentations for the Programme Analysts;
- Organize, compile and process information from donors, Regional Offices, as inputs to various databases and documents;
Provides administrative and logistical support focusing on achievement of the following results:
- In consultation with the Operations unit, provide logistical and administrative support and financial arrangements for meetings and workshops.
- Make travel arrangements, manage administrative files on the personnel’s mission travels/mission reports; and responsible for the preparation and updating of the travel plans for pogramme personnel.
- Raise requisition in Atlas and obtain approval and ensure budget checked valid and liaise with the Operations team for sourcing to PO no later than 10th day of the next month.
- In close collaboration with the operations team, follow up any administrative matters entering the relevant requisition facilitating the release of payments. Review the accuracy and completeness of invoice and supporting documents and prepare the payment request (PRC) through Aodocs workflow.
- Maintain relevant internal databases and files; keep track of contractual agreements. Verify claims for accuracy and conformance with procurement rules and regulations
Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Participation in the trainings for the programme/projects staff on programme and operations
- Contributions to knowledge networks and communities of practice.
Qualifications and Experience
Education:
Diploma (3 years) is required. Bachelor’s degree in business/public administration, finance, economics, secretariat services or other social science is desirable.
Knowledge and Experience:
- Minimum 3 years (bachelor’s degree) or 5 years (diploma) of professional experience in administration, finance or office management.
- Sound understanding of programme management, previous experience and knowledge of protocol in the United Nations is an advantage.
- Strong interpersonal and organizational skills.
Languages:
Fluency in oral and written English and Bahasa Indonesia.
Computer skills:
- Proficiency in current computer office software applications.
- Good knowledge of Atlas/ PeopleSoft is an asset
Required Competencies
Values:
- Exemplifying integrity
- Demonstrating commitment to UNFPA and the UN system
- Embracing diversity in all its forms
- Embracing change
Core Competencies:
- Achieving Results
- Being Accountable
- Developing and Applying Professional Expertise/Business Acumen
- Thinking analytically and Strategically
- Working in Teams/Managing Ourselves and our Relationships
- Communicating for Impact
Functional Competencies:
- Providing logistical support
- Managing data
- Managing documents, correspondence and reports
- Managing information and work flow
- Planning, organizing and multitasking
- Managing financial processes
- Job knowledge / technical expertise
UNFPA Work Environment
UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.
Disclaimer
Important applicant information
All posts in the SC categories are subject to local recruitment.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
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