Programme Assistant

The Programme Assistant supports the design, planning and management of UNFPA’s country programme by providing and managing data inputs, logistical support, monitoring project implementation and effective follow-up on recommendations. He/she is instrumental in facilitating programme/project implementation using and developing appropriate mechanisms and systems and ensuring compliance with established procedures.

Responsibilities

• Participates in the preparation of the budget details of the WPs and follow-up of implementation with the implementing partners (IPs), within the approved activities and informs timely to the programme analysts about deviations on planning.
• Participates in the preparation and follow-up of recommendations provided by technical assistance missions, audits and national consultants.
• Revises FACE jointly with the implementing partners, Program Analysts and Finance Associate.
• Participates in programmatic and financial monitoring visits to implementing partners.
• Supports monitoring the delivery of plans and reports linked to the implementation of the IPs.
• Assists and strengthens the capacities of IPs in the procedures and accountability.
• Coordinates and prepares travels and payment for CO programme analysts, national and international consultants and as required.
• Issues contracts, agreements, grants and memorandum of understanding as well as related documentation to planning, execution and monitoring of WP.
• Revises and updates programme officers’ agenda in close collaboration with the Assistant to the HoO and or Assistant Representative.
• Provides follow-up to incoming and outgoing correspondence. Writes and submits correspondence (letters, fax, memorandum, etc.,).
• Take notes/minutes during meetings.
• Ensures and updates hard copy and electronic files of the area.
• Provides logistical support for the organization of workshops, conferences, meetings and other events, keeping and safeguarding the supporting documentation for proper payments.
• Supports the programme team in the preparation of procurement process of goods and services below the lower threshold and within the approved WP.
• Creates requisition and generates financial and implementation reports in Quantum as needed.
• Updates the quarterly financial planning and monitoring information in coordination with the Programme and Finance Associates, level of implementation, OFA monitoring and budget execution.
• Manage and enters required data in the different UNFPA applications for programme monitoring, i.e. eLearning, Quantum, Quantum Plus, DARTS, SIS, MyGPS (budget posting), AoDocs as required.
• Participates in the year-end closure as per instructions and as required.
• Act as Backup of other colleagues as per assigned role, and as requested.
• Carry out any other duties as may be required by UNFPA leadership.

Requirements

• Bachelor's Degree with 2 years of experience OR High School certificate with 5 years of experience
• Completed Secondary Level Education required. University degree desirable with 5 years of working experience.
• Project development skills.
• Basic accounting knowledge.
• Skills in computer software applications (word, excel, power point, internet, pdf, web pages, ERP).
• Ability to work efficiently, systematically, under pressure.
• Demonstrated experience in organizing meetings and workshops.
• Strong interpersonal and organizational skills.
• Good written and verbal communication skills.
• Fluent in Spanish and working knowledge of the English language.

Skills

• Project Development
• Basic Accounting
• Word
• Excel
• Power Point
• Internet Research
• PDF Management
• Web Page Management
• ERP Systems
• Meeting Organization
• Workshop Facilitation
• Data Management
• Logistical Support
• Project Monitoring
• Programme Implementation
• Compliance Monitoring
• Written Communication
• Verbal Communication

Languages

Spanish, English