Background
The Programme/Operations Assistant is located in Country Office (CO), and works under direct supervision of UNFPA Admin/Finance Associate, Assistant RepJob Purpose
The Programme/Operations Assistant supports the planning, implementation of UNFPA supported activities by providing and managing data inputs, providing logistical and administrative support, monitoring project implementation and following up on recommendations.
S/he is responsible for establishing and maintaining good working relationships with related government officials, with civil society representatives and all other related partners. The main areas of responsibility of the Programme/Operations Assistant will be programme support, administrative, financial, logistical and secretarial work within UNFPA Office.
Duties and Responsibilities
• Support to organization of workshops, trainings and other events: undertake logistical administrative and financial arrangements, in consultation with the office, for meetings and workshops;• Drafts correspondence, takes dictation and instructions on a variety of project related subject-matters. Types correspondence, documents and reports, and ensures that spelling, punctuation and format are correct. Reviews/clears correspondence for the supervisor’s signature;
• Prepares materials for and creates Power Point presentations on relevant programme/project topics as may be required and selects and makes pertinent abstracts and undertakes searches for project related information;
• Supports maintaining of electronic and hard copy records (programmatic and financial) and performs other secretarial duties;
• Drafts/produces various documents to help with management monitoring and evaluation of projects-programmes, (e.g. summary table of AWPs, summary table of overall programmatic expenditures, determination of unutilized funds, drafts/compiles funding gaps matrix for the CO and keeps it updated, etc.); checks FACE forms and other programme related finance reports;
• Performs an alternate Buyer role in Atlas software and prepares Purchase Orders when required;
• Supports organization of procurement processes including receipt of quotations, bids or proposals;
• Collects Vendor Forms and relevant documents and registers vendors in electronic database;
• Supports the recruitment of local and international consultants, budget drafting and processes documentation for recruiting SSA consultants in accordance with recruiting rules and regulations;
• Assists in the preparation of materials relevant to concept notes, project proposals and draft Terms of Reference for programmes/projects design;
• Assists the SRH Program Analyst in the organization and coordination of all existing and future programme/project activities;
• Provides logistical, administrative and secretarial support to UNDAF development and related processes and programme management, and
• Provides back-up in case of absence of the Admin./Finance Associate, covering minimum required functions.
Work Relations
The Programme/Operations Assistant maintains collaborative relationships with all programme and operations staff at the CO. Internal contacts include UNFPA Country Director, Assistant Representative, SRH Program Analyst, Communication Specialist and Admin/Fin Associate. External partners include relevant ministries, CSOs, academia.
Competencies
Values/Guiding Principles:
- Integrity
- Commitment to the Organization and its Mandate
- Cultural Sensitivity / Valuing Diversity
Personal Leadership and Effectiveness
- Analytical and Strategic Thinking
- Results Orientation / Commitment to Excellence
- Appropriate and Transparent Decision-Making
- Knowledge Sharing / Continuous Learning
- Developing People / Coaching and Mentoring
- Performance Management
- Fostering Innovation and Empowerment
Building and Managing Relationships
- Working in teams
- Communicating information and ideas
- Self-Management / Emotional Intelligence
- Conflict Management / Negotiating & Resolving Disagreements
Functional Competencies:
• Results-based programme development and management – Contributes to achievement of results through primary research and analysis and effective monitoring of programme/ project implementation. Uses analytical skills to identify opportunities for project development and participates in formulation of proposals ensuring substantive rigour in the design and application of proven successful approaches.
• Innovation and marketing of new approaches – enhances existing processes and products. Documents and analyzes innovative strategies, best practices and new approaches. Adapts quickly to change.
• Leveraging the resources of partners/ Building strategic alliances and partnerships – Establishes, maintains and utilizes a broad network of contacts to keep abreast of developments and to share information. Analyzes selected materials for strengthening strategic alliances with partners and stakeholders.
• Resource mobilization – Provides inputs to resource mobilization strategies analyzing and maintaining information and databases on donors and developing database of project profiles for presentation to donors.
Required Skills and Experience
Education:• Completed Secondary Level Education required. First level university degree will be considered a strong asset (Business Administration, Public Administration, Social Sciences or other relevant field).
Knowledge and Experience:
• Professional level with a minimum of three years of experience in project assistance, preferably in international development organizations, in areas relevant to UNFPA mandate;
• Experience in administrative, clerical, financial and logistical work;
• Experience in partnering with government institutions and CSOs.
• Proficiency in MS Office (MS Word, Excel and Outlook) software applications. Knowledge of financial and web management programmes would be an asset.
Languages:
Proficiency in Macedonian and English language are required is required.