Jobs - 61729- Programme Assistant, CO

Programme Assistant, CO - (Two posts)

Location :

Guatemala, GUATEMALA

Type of Contract :

FTA Local

Starting Date :

01-Feb-2016

Application Deadline :

30-Nov-15 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

1 year, with extention possibility

Languages Required :

English Spanish

Expected Duration of Assignment :

1 year, with extention possibility

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Organizational Location

The Programme Assitant position is located in Country Offices and reports to an Assistant Representative or Programme Analyst/s.

The Programme Assistant is part of a team, coordinated by the Assitant Representative, which provides intregated programme and technical support within a systems strengthening approach fundamental to UNFPA's overall strategy. The Programme Assistant also works in close collaboration with the Operations Manager (OM) and his/her team ensure timely support to COs on operational matters.

Job Purpose

The Assistant provides programme, administrative and financial support to the programme and technical team, especially to advice and support to IPS, and to support the management of the country programme. The Assistant also provides some data and research assistance.

Work Relations

The Programme Assistant works with and provides support to the members of the Technical and Programme Team in the CO, as well as the team under the OM, staff in the country offices; Programme Assistant and officers at Headquarters, Sub-regional Offices and staff of the Regional Office. Contacts with staff and other personnel promote achievement of common goals and shared objectives and demonstrate personal commitment to UNFPA's mandate and organizational vision.

Both internal and external contacts include exchange of information on broarder aspects of the work area which may include providing clarification of non-routine matters involving some technical input.

Duties and Responsibilities

Major Activities/ Expected Results:

Assist the technical and programme team, in collaboration with the OM office, in providing support and advice to the IPs on operational and programme matters;
Undertake all logistical, administrative and financial arrangements required for the organization of technical workshops, inter-agency meetings, panel discussions, roundtables, missions, and other events organized by the programme and technical team;
Assist the CO in coordinating the UNFPA technical network in the substantive area;
Assist in the preparation, implementation and monitoring process of the country programme and its workplans;
Review incoming correspondence, collect and prepare necessary information for reply/action, and draft and finalize response;
Prepare first drafts of responses to inquiries received by the programme and technical team for action by supervising officers;
Prepare travel authorizations and make travel arrangements;
Contribute to maintaining the office filing system and assist in archiving;
Maintain and update country, partners and project files, including project progress reports, work plans and budgets in compliance with guidelines for the regional programme;
Prepare requisition request in ATLAS with input from the programme and technical team members, utilize Atlas to produce work plans, budgets and monthly reports on the financial status of programmes or projects, create vouchers and payments in Atlas, as needed;
Apply UNFPA rules, regulations and procedures;
Follow up on the submission of financial reports by partners;
Perform research assitance duties including bibliographic and database searches, summarize information and draft contributions to CO reports, papers, technical notes and publications;
Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and positions papers;
Assemble briefing materials and prepare power-point and other presentations for the technical and programme team members;
Organize, compile and process information from donors, implementing partners, as inputs to various databases and documents, and
Carry out any other duties as may be required by the Assistant Representative or Programme Analysts.

Competencies

Core 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;
Appropiate and Transparent Decision-Making;
Knowledge Sharing Continuous Learning.

Developing People

Developing people/ Coaching and Mentoring;
Performance Management;
Fostering Innovation and Empowerment;
Buiding and Managing Relationships.

Working in teams

Communicating Information and Ideas;
Self-management/ Emotional Intelligence;
Conflict Management/ Negotiating & Resolving Disagreements.

Functional Competencies:

Logistical support;
Managing data;
Managing documents, correspondence and reports;
Managing information and workflow;
Planning, organizing and multi-tasking;
Managing financial processes
Job knowledge/ technical expertise.
Strong interpersonal and organizational skills;
Good writing and communication skills;
Proficiency in current office software applications, good basic knowledge of finances and mastery of a series of financial and spreadsheet software.

Required Skills and Experience

Education:

Completion of secundary school with additional course work in public administration, finance or economics.

Kwoledge and Experience:

5 years previous relevant experiencie including some experience in research assistant;
Previous experience in the UN an advantage;
Computer literacy-Word, Excel, Power Point, etc.;
Good knowledge of Atlas/ Peoplesoft or other ERP system;
Demostrated ability to work in a team enviornment.

Languages:

Fluency in Spanish;
Working knowledge of English is required.

Process to apply"

Press “Apply Now”;
Complete the requested information in each blank;
When you finish, press “Submit Application”;
The system will open other page to attach a file. In “Attach CV”, you should attach your P11 Form (available in http://www.gt.undp.org/content/guatemala/es/home/operations/jobs/ That form should be completed and signed.

Important:

You should attach your P11 form.Do not attach your CV;
If the P11 form is incomplete and/or not signed, your application could not be considered and processed.