Programme Assistant, Joint Programme Coordination– Gender Equality Accelerator, N-PPSA5

The Programme Assistant will provide day-to-day administrative, organizational and programme support for the coordination of the Joint Programme Gender Equality Accelerator (JP GEA), including administrative and logistical coordination across participating UN organizations, programme pillars, Gender Equality Mechanisms, governance structures and development partners. The role supports programme management, financial administration, governance structures, donor coordination, and knowledge sharing activities.

Responsibilities

• Provide organizational and administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements, including tracking the delivery of funds.
• Provide administrative support to the executing partners/responsible parties on routine delivery and reporting of programme supported activities and finances.
• Collect information from Joint Programme UN partners and pillar teams on planned and ongoing activities.
• Provide administrative support for regular coordination with Gender Equality Mechanisms.
• Provide administrative support for the audit of programmes/projects and support implementation of audit recommendations.
• Identify sources and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers, in collaboration with the Programme team.
• Create projects in Quantum system, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project.
• Provide administrative support in monitoring and preparation of budget and the finances of programmes/projects, and in the preparation of FACE forms.
• Prepare non-PO vouchers for development projects.
• Process payment for consultants, as delegated.
• Create requisitions in Quantum system for development projects; register good receipts in Quantum system.
• Undertake all logistical, administrative and financial arrangements for the organization of workshops, events, missions and internal and external coordination meetings including the Inter-Pillar, Technical Advisory Group and Civil Society Advisory Group meetings.
• Make travel arrangements for the Programme Team, including travel requisitions and claims.
• Draft minutes in meetings, as delegated and maintain action trackers and follow-up with designated colleagues on agreed actions, inputs and deadlines, under the guidance of the supervisor.
• Assemble briefing materials and prepare powerpoint and other presentations, in collaboration with the Programme team.
• Organize and coordinate filing of documents; maintain contact and mailing lists and maintain an updated calendar of key Joint Programme activities, meetings, events, reporting deadlines and other milestones.
• Organize, compile, and process documentation and information from donors, and programme team as inputs to various databases and documents.
• Provide administrative and information management support for donor meetings, briefings and consultations.
• Provide administrative support to the organization of trainings for the office personnel and partners on programme and operations related issues.
• Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Requirements

• Completion of secondary education is required.
• Bachelor’s degree in business or public administration is desirable.
• At least 5 years (with secondary school) or 2 years (with Bachelor’s degree) of progressively responsible experience in administrative or programme management/support is required.
• Experience in working in a computer environment using multiple office software packages is required.
• Experience in the use of ERP systems, preferably Oracle Cloud, is desirable.
• Experience in supporting a team is desirable.
• Fluency in English is required.
• Fluency in Bosnian/Croatian/Serbian is required.

Skills

• Administrative Support
• Programme Management
• Office Applications
• ERP Systems
• Oracle Cloud
• Finance Administration
• Donor Coordination
• Governance Coordination
• Logistics Coordination
• Knowledge Sharing
• Team Support and Training

Languages

English, Bosnian, Croatian, Serbian