Programme Assistant

The Position:

• The Programme Assistant assists in the implementation of the UNFPA Country Programme in Bosnia and Herzegovina. They provide integrated financial, programme and operational support within a systems strengthening approach fundamental to UNFPA’s overall strategy.
• The Programme Assistant works in close collaboration with the Administrative/Financial, Programme and country office personnel to exchange information and ensure consistent service delivery. The incumbent will report to the Population and Development Program Specialist and the Admin/Finance Associate.

How you can make a difference:

• UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.  UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.
• In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
• UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; 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 play an instrumental role in implementation of the UNFPA’s country programme and projects, providing programmatic, administrative and financial support to the programme and operations team.

You would be responsible for:

• Provide significant input into a range of technical and logistical aspects of programme invitees, including supporting programme officers in preparation of budgets, financial reports, arranging venues, transportation, training materials, helping in preparation of the presentations, booking translators, videographers and designers etc
• Contribute to the preparation of programme and financial reports by collecting information, preparing tables, drafting selected sections of the report etc. Support in
• interpretation of financial policies and procedures and provides guidance to office colleagues. Ensure timely submission of VAT amounts to UNDP and perform
• reconciliation on a regular basis. Assisting in preparation of annual budget and budget revisions for operational activities and enter in the Quantum plus
• Assist 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; makes logistical arrangements for the delivery, including customs clearance and distribution; obtains Receipt and Inspection Reports and acceptance reports from national counterparts.
• Provide support on national execution under the HACT modality, including support in HACT assurance activities, such as spot checks, audits etc. Conduct secondary review of E-FACE forms entered by Programme Associate, verify accuracy of information and ensure proper recording of expenses including timely release of funds to IPs.
• Compile relevant background materials and prepare briefs and summaries if requested. Maintains database of public information contacts and potential donors.
• Arrange 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.
• Assist in the archiving, filing, and maintenance of up to date electronic mailing lists on programme and technical matters.
• Undertake 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.
• Provide logistical support to programme events by gathering and compiling data and information for the preparation of events documents, speeches and position papers. This includes (but is not necessarily limited to) preparing and distributing COA authorization letters; collecting and following up on nominations and registration; preparing list of participants; managing programme related travel and visa requirements, circulating events materials.
• Raising requisitions in Quantum with input from designated programme staff.
• Supplier Maintenance in Quantum.
• In coordination with designated UNFPA Country Office’s Monitoring and Evaluation officer collects and processes information relevant to programme monitoring and evaluation and programme indicators.
• Translate and draft letters and other programme documents as well as provides oral translation as may be assigned by country office management;
• Undertake any other assignment that may be requested by the Assistant Representative, Population and Development Specialist and the Admin/Finance Associate.

Qualifications and Experience: 

Education:  

• Completed Secondary Level Education required. First level university degree is desirable.

Knowledge and Experience: 

• Five years of relevant experience in programme/ project management.
• Previous experience in the UN is an asset;
• Strong interpersonal and organizational skills;
• Good writing and communication skills.
• Proficiency in current office software applications and corporate IT systems.

Languages: 

• Fluency in English and Bosnian/Croatian/Serbian is required

Source: https://www.unfpa.org/jobs/programme-assistant-sarajevo-bih-g5