Programme Assistant, GS5, Maputo, Mozambique

The Position:

Under the overall guidance of the Representative and the direct supervision of the Youth Programme Specialist, the Program Assistant supports the Youth, Gender and Population & Development programme teams and is responsible for providing programme and administrative and logistics support, document management, to support the programme planning, implementation and monitoring activities of the Programme Specialists and Analysts assigned to the team.

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 (2022-2026), 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:

The Programme Assistant provides programme, research, administrative and financial management support to the team and plays a fundamental role in supporting planning and partnership, effective project management to implementing partners and project teams for the implementation of the country programme.

The Programme Assistant would be responsible for:

Effective Administrative Management of Projects/Programme 
●    Assist in the preparation and monitoring of the OMP.
●    Support the preparation and revision of the annual/quarterly work plans for projects and programs, including proposal for corrective actions, phase-out of activities and corrective actions based on monitoring visits.

*Subject to availability of funds and satisfactory performance.
●    Support the registration of new projects in Atlas, raise/process requisitions in Atlas, and ensure timely follow-up of requests for direct payment to suppliers or advance of funds to projects in accordance with the procedures and approved work plans. 
●    Support the execution of tasks of organization and follow-up of travel/missions of staff, partners and consultants or experts as well as the organization of workshops seminars meeting and review. 
●    Support and maintain an internal and external information exchange system, with project managers and partners. 
●    Prepare with the supervisors thematic/technical meetings and ensure that the documentation is complete and distributed on time. 
●    Undertake all logistical, administrative and financial arrangements required for the successful planning and delivery of technical workshops, inter-agency meetings, panel discussions, roundtables, missions, and other events organized by the programme staff in close collaboration with the operations team. 
●    Provide logistical support to programme events by gathering and compiling data and information for the preparation of events documents, speeches and position papers. 
●    Prepare list of participants, manage travel and visa requirements and raise requisitions in Atlas, and distribute events materials.
●    Assist assigned programme staff in monitoring and following up on the reporting status with regards to annual and final reports and donor reporting.
●    Translate working documents from Portuguese to English and vice versa as required.

Support to Research and Knowledge Management Sharing
●    Review incoming correspondence in relation events being managed, collecting and/or preparing the necessary information for the reply/action, and preparing first drafts of responses to inquiries for action by the relevant supervising officers.
●    Manage and maintain an accurate filing system of projects and of all national counterparts.
●    Assist in the archiving, filing, and maintenance of up to date electronic mailing lists on programme and technical matters.
●    Contribute to the uploading and maintenance of selected information to the UNFPA intranet.
●    Assist in coordinating and managing dedicated client meetings; including organizing team meetings, preparing minutes, coordinating conference room bookings and ensuring room preparedness for meetings.
●    Prepare and distribute minutes in a timely manner and assist the team coordinator by following up on agreed actions and implementation of tasks.
●    Effectively provide general research support from records and reports, and prepare periodic and ad hoc reports/briefs on programme and project activities.

Effective Programme, Financial and Operational support
●    Undertake all support activities in full compliance with UNFPA rules, policies, procedures and processes.
●    Prepare travel arrangements for participants at workshops and/or events organized by the Programme team.
●    Initiate request to Operations Team to undertake procurement activities for the planned workshop/event, coordinate and follow-up closely with the Procurement Team to ensure all necessary arrangements are in place.
●    Raise requisitions in ATLAS with input in close consultation with the respective programme staff.

Others:
●    Act as a back-up on selected functions to other Programme Associates during their absence.
●    Carry out any other duties as may be required by the supervisor.

Qualifications and Experience:

Education:  
●    Completed Secondary Level Education required. 
●    First level university degree in business/public administration, finance, economics or relevant social science discipline desirable.

Knowledge and Experience: 
●    Five years of relevant experience in project/programme management in private, national and/or international organizations.
●    Proficiency in current office software applications and a good basic knowledge of finances and mastery of a series of financial and spreadsheet software.
●    Previous experience in the UN is an asset.
●    Good knowledge of ERP, PeopleSoft or other web-based integrated system required.
●    Good writing and communication skills.

Languages: 
●    Fluency in oral and written English and Portuguese languages is required.  

Required Competencies:

Values:
●    Exemplifying integrity.
●    Demonstrating commitment to UNFPA and the UN system.
●    Embracing cultural diversity.
●    Embracing change.

Core Competencies:
●    Achieve 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 Skill Set:
●    Logistical support.
●    Managing data, documents, correspondence and reports.
●    Managing information and workflow.
●    Planning, organizing and multitasking.
●    Managing financial processes.
●    Job knowledge/technical expertise.

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

Disclaimer:

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm

In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.