Background Information
PLEASE NOTE THIS VACANCY IS ONLY OPEN FOR NATIONALS OF PAPUA NEW GUINEA
Closing date: 5 October 2021 (5 pm PNG time)
Duration: One year (renewable*)
* No expectancy of renewal in accordance with UN Staff Regulations 4.5
Duty Station: Port Moresby Papua New Guinea
----------------------------------------------------------------------------------------------- [i] No expectancy of renewal in accordance with UN Staff Regulations 4.5
-------------------------------------------------------------------------------------------------------------------------------
Organizational Setting
The Position:
The Programme Assistant is responsible for providing programme support services ensuring high quality, accuracy and consistency of work.
You will help strengthen the program support unit, enhance the quality of our program delivery, monitoring, reporting and engagement with our Implementing Partners. You will work in close collaboration with the programme and operations staff, exchanging information and supporting smooth and integrated delivery of programme and operations interventions. You will report directly to the UNFPA Programme Associate.
How you can make a difference:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every UNFPA is the lead UN agency for reproductive health and rights and delivers a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need principled and ethical staff, who embody human rights norms and standards, and who will defend them courageously and with full conviction; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
Job Purpose:
You will be responsible for delivering quality programme support services to both the Country Office staff and external clients, mastering all relevant rules, guidelines and processes, and applying established systems and procedures. You will be expected to demonstrate strong client and results orientation in service of the country programme.
You will assist in the creation of substantive knowledge by compiling, synthesizing and analyzing information relevant to sexual and reproductive health, population and development, youth and gender issues.
---------------------------------------------------------------------------------------------------------------------------
Main Tasks & Responsibilities
You would be responsible for:
A. Programme planning and coordination support
As part of the Programme Support Unit, assist in the coordination and review of programme planning and preparation of work plans; Participate in the preparation of annual and quarterly project work plans, and arrange for relevant work planning meetings within the office staff and with counterparts
Compile, summarize, and present basic information and data on the country programme, specific projects, work plans and related topics.
Facilitate preparation of quarterly implementing partners’ collegial programme/project review meetings, draft minutes of meetings, review of FACE forms, work plan progress reports, transaction list and provide any other necessary logistical support to such activities;
Participate in monitoring visits to programme/project sites, when required, as well as after-action review meetings with project closure, and verify programme/project assets annually.
B. Financial management support
Assist in the preparation of budget revisions based on approved work plans and justifications, and monitor project budgetary commitments;
Generate the required financial reports in a timely manner;
Check and examine various project financial reports for accuracy and consistency against approved budgets;
Take required actions on operational and financial closure of projects in line with UNFPA programming guidelines and NEX/HACT procedures.
Follow up with implementation partners for the timely submission of progress reports and Fund Authorization and Certificate of Expenditure (FACE) forms.
C. Administrative support
Ensure that all official documents are prepared and kept in the project files for retrieval and archiving.
Facilitate programme activities, or relevant missions, by arranging meeting schedules, coordinating logistical support, collecting reference documents, and maintaining records.
Prepare necessary documentation, minutes of meetings and notes to file for relevant transactions (e.g. grant agreements, services contracts).
Ensure facilitation of knowledge‐sharing between programme and operations.
Draft routine project related correspondence.
Provides information to missions, visitors and programme counterparts.
Carry out any other relevant activities and responsibilities as assigned by the supervisor and senior management.
-----------------------------------------------------------------------------------------------
Qualifications and Experience
Education:
Minimum High School Education. Diploma or Bachelor’s Degree in relevant field is an asset
Knowledge and Experience:
At least five (6) years of relevant experience in the public or private sector and programme development;
Previous experience with the UN an advantage
Knowledge of results-based management;
Knowledge of asset and financial management desirable
Ability to express clearly and concisely ideas and concepts in written and oral form;
Proficiency in current office software applications.
Languages:
Fluency in English and knowledge of Tok pidgin desirable
-----------------------------------------------------------------------------------------------
Required Competencies
Values:
• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing diversity in all its forms
• Embracing change
Core Competencies:
• Achieving Results
• Being Accountable
• Developing and Applying Professional Expertise/Business Acumen
• Thinking analytically and Strategically
• Working in Teams/Managing Ourselves and our Relationships
• Communicating for Impact
Functional Competencies:
• Providing logistical support
• Managing data
• Managing documents, correspondence and reports
• Managing information and work flow
Planning, organizing and multitasking
-----------------------------------------------------------------------------------------------
UNFPA Work Environment
UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.
-----------------------------------------------------------------------------------------------
Disclaimer
WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm
HOW TO APPLY:
Go to this link: https://erecruit.partneragencies.org/psc/UNDPP1HRE/EMPLOYEE/HRMS/c/HRS_H...
UNFPA has established an electronic application management system. This allows applicants to create a candidate profile, which can be updated regularly and submitted for more than one vacancy.
Download the Step by Step Guide to Applying in the E-Recruit System of UNFPA at http://www.unfpa.org/employment.
Please print out the Guide for your reference during the registration and application process.
Notice: There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.
