National Post – Program Assistant, Kyiv, Ukraine, GS5
PLEASE NOTE THAT THIS VACANCY IS OPEN TO UKRAINIAN NATIONALS ONLY
Post type: Fixed-term appointment
Closing date: 21 September 2018 (5 pm Kyiv time)
Duty station: Kyiv, Ukraine
Duration: one year renewable (*)
[*] No expectancy of renewal in accordance with UN Staff Regulation 4.5
Organizational Location
The Programme Assistant position is located in UNFPA Ukraine Country Office. Under the direct guidance and supervision of Progamme Analysts, the Programme Assistant assists in implementation of UNFPA Country Programme in Ukraine. The Programme Assistant is a part of a team, which provides integrated programme and operational support within a systems strengthening approach fundamental to UNFPA’s overall strategy. The Programme Assistant works in close collaboration with the Programme and Project staff to exchange information and ensure consistent service delivery.
Job Purpose
The Programme Assistant provides programme, administrative and financial support to the
programme and operations team in implementation of country programme. The Programme Assistant applies established systems and procedures in implementation of the Country Programme; he/she assists in the creation of substantive knowledge by compiling, synthesizing and analyzing information relevant to substantive issues. S/he is instrumental in facilitating programme/project implementation using and developing appropriate mechanisms and systems and ensuring compliance with established procedures.
Major Activities/Expected Results
- Provides significant input into arranging programme activities, including supporting programme officers in preparation of budget, arranging venues, materials, helping in preparation of the presentations.
- Contributes to the preparation of programme and financial reports and follow up actions by collecting information, preparing tables, drafting selected sections of the report etc.
- Assists in developing tools and mechanisms for effective and efficient implementation of programme and project budgets.
- Assist to CO programme by providing information for controlling allotments, monitoring expenditures and preparing budget revisions.
- Assists with programme related procurement of services/goods and ensures that procurement is in accordance with UNFPA Procurement Procedures: collects supporting documents; obtains price quotations and prepares comparative tables;; obtains Receipt and Inspection Reports and acceptance reports from national counterpartsCompiles relevant background materials and prepares briefs and summaries if requested. Maintains database of public information contacts and potential donors.
- Arranges programme meetings, including organizing the venue, preparing draft minutes of programme meetings, communicating draft minutes to the participants and receiving feedback. Ensures quality and completeness of filing of programme documents.
- Assists in the archiving, filing, and maintenance of up to date electronic mailing lists on programme and technical matters.
- Undertakes all logistical, administrative and financial arrangements required for the successful planning and delivery of technical workshops, inter-agency meetings, panel discussions, roundtables, missions, and other events organized by the output managers in close collaboration with the operations team. This may include liaising with event management companies and caterers supporting the procurement process for these and related services.
- Provides logistical support to programme events by gathering and compiling data and information for the preparation of events documents, speeches and position papers.
- Supports the CO in operationalization of RBM tools and monitors their utilization by IPs. Assists IPs in preparation of FACE forms.
- Performs assigned tasks within Global Programming System for UNFPA project management and assists in the implementation of HACT assurance activities (spot check, audit, micro-assessment, etc.)
- Raising requisitions in ATLAS with input from designated clients.
- Translates and drafts letters and other programme documents as well as provides oral translation as may be assigned by country office management;
- Acts as a back-up on selected functions for the G5 Admin Assistant during her/his absence
Work Relations
The Programme Assistant works with and provides support to the members of the Ukraine Country Office programme team. Contacts with staff and other personnel to 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 broader aspect of the work area, which may include providing clarification of non-routine matters involving some technical input. Internal contacts include the Assistant Representative, the Programme Analysts, the CO’s programme/ technical team, and the CO’s administrative management team.
Job Requirements
Education:
Completed secondary level education required. First level university degree desirable.
Knowledge and Experience:
• 5 years of previous relevant experience in administration or project/programme management;
• Some research experience desirable;
• Some knowledge of gender and youth development desirable;
• Previous experience in the UN or other international organization is an asset;
• Strong interpersonal and organizational skills;
• Computer literacy - Word, Excel, PowerPoint, etc.
• Knowledge of Atlas/PeopleSoft or other ERP system is an asset;
• Good writing and communication skills.
Required Competencies:
Values:
• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing cultural diversity
• 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 Skill Set:
• Providing logistical support
• Managing data
• Managing documents, correspondence and reports
• Managing information and work flow
• Planning, organizing and multitasking
Languages: Fluency in English, Ukrainian and Russian is required.
