JOB DESCRIPTION

1. The Position

Programme Assistant  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.

How you can make a difference:

UNFPA, Sexual and Reproductive Health Agency of the United Nations, 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.

2. Job Purpose

UNFPA invests in the area of gender equality and prevention of violence against women, in line with its mandate, and strives to achieve changes at three levels: improved services and protections for survivors of violence; raised public awareness and conducive norms and values to support true equity between men and women; and transformed values and norms that drive perpetrators to commit violence against women. In addition, UNFPA also invests efforts into promoting the agenda of Women, Peace and Security, and within it – aspects related to provision of support to survivors of Conflict-Related Sexual Violence (CRSV). This segment is tackled through supporting and expanding governments’ capacities to provide care and support to survivors, including their families and communities (reduction of stigmatization).

Under the existing programme cycle, UNFPA is implementing a project focused on social cohesion of divided communities in BiH, and promotion of constructive and fact-based narratives, and contribute to building trust, intercultural dialogue, cultural diversity, gender equality and social cohesion in the region. In doing so, the project aims to address the priority conflict drivers of hate speech, divisive narratives, negative gender norms and a deficit of reconciliation within the region.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody defined 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; the successful candidate has to be transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

3.  Job Responsibilities 

You would be responsible for:

• Providing significant input into a range of technical and logistical aspects of programme activities, including supporting programmes officers in preparation of budgets, financial reports, arranging venues, transportation, training materials, helping in preparation of the presentations, booking translators, videographers and designers etc.
• Contributing to the preparation of reports by soliciting information from partners, external consultants and associates, preparing summary tables, drafting selected sections of the report etc.
• Assisting with programme related procurement of services/goods and ensuring 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.
• Providing support on national execution under the HACT modality (programme execution by implementing partners), including support in HACT assurance activities, such as spot checks, audits, etc.
• Compiling relevant background materials and prepares briefs and summaries if requested. Maintains database of key project vendors, partners and target beneficiaries.
• Arranging 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.
• Assisting in the archiving, filing, and maintenance of up-to-date electronic mailing lists on programme and technical matters.
• Provides inputs to communications team on existing and upcoming activities (technical and programmatic information on events – their profile, aim, participant etc.)
• Undertaking 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.
• Providing 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 (Chart of Account) authorization letters; collecting and following up on nominations and registration; preparing list of participants; managing programme related travel and visa requirements, circulating events materials.
• Having designated role (requester or buyer) in new UNFPA ERP system – Quantum with input from designated programme staff.
• In coordination with designated UNFPA Country Office’s Monitoring and Evaluation officer collecting and filing information relevant to programme monitoring and evaluation and programme indicators.
• Translating and drafts letters and other programme documents as well as provides oral translation as may be assigned by supervisor;
• Raising requisitions in Quantum with input from designated programme staff and preparing payment requests on need basis, ensuring relevant documentation is enclosed and budget source confirmed/approved.
• Undertaking any other assignment that may be requested by the supervisor.

 

4. Institutional Arrangement

The  Programme Assistant is located in the Country Office (CO), and works under direct supervision of the Women, Peace and Security Manager.

5. Competencies

UNFPA Values

• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN System
• Embracing cultural diversity
• Embracing change

UNFPA 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

• Implementing management systems
• Fraud and operational risks management
• Business acumen and ability to multi-task and balance competing priorities, Innovation and marketing of new approaches.
• Leveraging the resources of national governments and partners/building strategic alliances and partnerships
• Internal and external communication and advocacy for results mobilization
• Pro-activeness and client orientation

6. Minimum Qualifications of the Successful LSC*

Min. Education requirements

Completed secondary level education (high school or equivalent) is required. A first-level or advanced degree in  social sciences, gender studies or economy is desirable.

Min.yers of relevant work experience

5 years of relevant experience in programmatic roles with secondary level education diploma or 2 years with first-level or advanced degree.

Experience, Knowledge, and skills

Proven experience and track record in successfully managing and implementing policies, processes and systems in development organizations or private sector;

Desired skills in addition to the competencies covered in the Competencies section

• Excellent technical and organizational skills, and ability to sort through financial information with ease;
• Ability to produce analytical reports and write clearly and concisely.
• Strong interpersonal and organizational skills, including operating under tight schedules;
• Good writing and communication skills;
• Great proficiency in current office software applications and corporate IT systems.
• Previous experience in the UN is an asset;

Required Language(s) 

Fluency in English and Bosnian/Croatian/Serbian is required