Background

Under the overall guidance of the Regional Representative and the direct supervision of the Regional Coordinator, the Programme Associate will be responsible for all administrative tasks and selected substantive assignments in connection with the CCP project and work collaboratively with ROSEN support team.

Duties and Responsibilities

Summary of Key Functions:

• Support in the formulation of Programme Strategies;
• Programme Management Support ;
• Administrative and Financial Management Support to the Regional Coordinator;
• Facilitation of Knowledge Building and Knowledge Sharing.

Support in the formulation of Programme Strategies 

• Provide programme and administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
• Assemble briefing materials and prepare power-point and other presentations for the Regional Coordinator;
• Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.

Programme Management Support

• Support the Regional Coordinator in the implementation of the control mechanisms for development projects through monitoring of budget preparation and modifications;
• Prepare required budget revisions, and maintain an ongoing monitoring of budgets, allocations and expenditures by project and pledge;
• Organize, compile and process information from donors, Regional Office, and programme team, as inputs to various databases and documents;
• Collection of statistics and other evaluation criteria;
• Maintain regular contact with project stakeholders in Senegal, Ghana, Benin, Togo & Cape Verde and other countries where the programme may operate in the future;
• Assist in drafting assessment reports, evaluation reports and research documents;
• Attend meetings in order to present on subjects related to the Programme in the region;
• Undertake research activities as required;
• Maintain effective electronic and hard copy filing systems;
• Preparation of correspondences, reports (substantive and financial), documents and publications;
• Arranging appointments, meetings, trainings and missions including participant’s travel and administrative arrangements, negotiating and securing meeting venues, meeting setup and meeting documents preparation as well as report finalization;
• Proactively maintain the activities of the Regional Programme Coordination office while other project staff are on mission;
• Perform interpretation and translation between English and French as required;
• Support the Regional Coordinator in the tracking and reporting on mobilized resources.

Administrative and Financial Management Support to the Regional Coordinator

• Review of Financial Reports;
• Undertake the procurement and financial arrangements in coordination with the Administrative and Finance Unit;
• Make budget check for requisitions, POs and TOs;

Facilitation of Knowledge Building and Knowledge Sharing

• Support synthesis of lessons learnt and best practices related to programme management;
• Support synthesis of lessons learned and best practices in programme finance.

Competencies

Planning & organizing:

• Ability to develop clear objectives in accordance with agreed upon strategies;
• To identify tasks and activities that have to be dealt with as a matter of priority;
• To adjust priorities if required; to allocate appropriate time and resources to completing tasks;
• To anticipate risks and to adopt corrective measures in the course of planning and executing activities;
• To use time in an effective manner.

Teamwork:

• Ability to work collaboratively with colleagues to achieve organizational goals, solicits input by genuinely valuing new ideas and expertise;
• Willingness to learn from others; place team agenda before personal agenda;
• Support and act in accordance with final group decisions, even when such decisions may not entirely reflect own position;
• Share credit for team accomplishments and accepts joint responsibility for team shortcomings;
• Ability to work with a small team of professional staff;
• Flexible approach and willingness to assist with a variety of other tasks;

Communication:

• Very good communication skills, including the ability to draft policy, studies and communications to various counterparts and to articulate ideas in a clear and concise manner;
• Ability to listen to others, correctly interpreting messages from others and responding appropriately;
• Demonstrating openness in sharing information and keeping people informed;

Client orientation:

• Considering all those to whom services are provided to be “clients” and seeking to see things from clients’ point of view;
• Establishing and maintaining productive partnerships with clients by gaining their trust and respect;
• Identifying clients’ needs and matching them to appropriate solutions;
• Monitoring ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems;
• Keeping clients informed of progress or setbacks in projects; meeting timeline for delivery of products or services to client.

Required Skills and Experience

Education:

• Completion of secondary school is required;
• Supplementary training in business or public administration (or equivalent) is required.

Work Experience:

• At least 6 years experience in administrative support;
• At least 3 years experience in administrative support to technical assistance programmes in the field of drug law enforcement or related programmes;
• Knowledge of United Nations procedures and rules is an asset;
• Practical working experience with U.N. administration and financial management is an asset;
• Excellent computer skills (MS Word, Excel, Powerpoint, internet, e-mail) are required.

Languages:

• Excellent written and verbal communication skills in English and French.