Antecedentes

Principal function:

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

Deberes y responsabilidades

Duties and responsibilities:

Programme Planning support

• Provide programmatic support in the preparation of work plans, budgets, and funding proposals, including initial draft, compilation of comments on the different iterations and finalisation;
• Gather, compile and process data and information from beneficiary countries, donors, Regional Office, and project team for the preparation of documents, guidelines, speeches and position papers in relation to programme planning.
• Assemble briefing materials and prepare power-point and other presentations for the Regional Coordinator;

Programme Implementation Support

• Maintain regular contact with project stakeholders in the 16 countries currently covered by AIRCOP as well as with other countries where the programme may operate in the future;
• Gather, compile and process data and information from beneficiary countries, donors, Regional Office, and project team for the preparation of documents, guidelines, speeches and databases in relation to programme management, Prepare correspondences, reports (substantive and financial), documents and publications;
• Assist in drafting assessment reports, evaluation reports and research documents;
• Attend meetings to represent AIRCOP on subjects related to the implementation of the project in the region;
• Arrange appointments, meetings, trainings and missions including participant’s travel and administrative arrangements; negotiate and secure meeting venues; prepare meeting documents and meeting reports;
• Collect statistics, data and information to be used for substantive monitoring and evaluation;
• Undertake further research activities as required;
• Proactively maintain the activities of the regional project coordination office while other project staff are on mission;
• Perform interpretation and translation between English and French as required;

Administrative and Financial Management Support

• Support the Regional Coordinator in the tracking and reporting on mobilized resources in UMOJA. 
• Monitor on an ongoing basis budgets, allocations and expenditures by grant, and prepare required budget revisions for UMOJA;
• Grant Management in UMOJA, including review of financial Reports;
• Undertake procurement and related financial arrangements in coordination with the Administrative and Finance Unit;

Facilitation of Knowledge Building and Knowledge Sharing

• Support synthesis of lessons learnt and best practices related to programme planning and management;
• Support synthesis of lessons learned and best practices in programme finance.
• Maintain effective electronic and hard copy filing systems;

Competencias

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.

Habilidades y experiencia requeridas

Qualifications & Experience:

Education

Completion of secondary school is required;

A degree in business, management or public administration (or relevant) corresponding to 4 years or more of post-secondary education is required.

Work Experience

At least 6 years of experience in administrative, programme and /or management support in an international organization and/or a non-governmental organization and/or the private sector

Experience in administrative, programme and /or management support to technical assistance programmes in the field of drugs, crime or terrorism is required

Knowledge of United Nations procedures and rules is required

Working experience with U.N. administration and financial management is required.

Working experience with UMOJA is required.

Languages

Excellent written and verbal communication skills in English and French;

Other Skills

Excellent computer skills (MS Word, Excel, Powerpoint, internet, e-mail) are required.