The Position:
Under the overall supervision of the Director of the Sub-Regional Office for the Caribbean (SROC), based in Jamaica, and direct supervision of the Liaison Officer, Barbados and the OECS based in Barbados, the Programme Assistant supports the design, planning, execution and management of UNFPAโs programme by providing administrative, programmatic and operational support, including supply chain and logistical support in humanitarian contexts.ย
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The Programme Assistant will be assigned to the Build Back Equal Project (BBE) providing administrative, programmatic and operational support to the fourย ย ย ย project countries; Commonwealth of Dominica, Grenada, Saint Lucia and St. Vincent and the Grenadines. The Programme Assistant will also be required to provide similar support to other projects under the responsibility of the UNFPA Liaison Office for Barbados and the OECS, and the UNFPA SROC.
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.ย UNFPAโs 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 โbuild forward betterโ, while addressing the negative impacts of the Covid-19 pandemic on womenโs and girlsโ 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:
The Programme Assistant applies established systems and procedures and assists in knowledge management by compiling and synthesizing information relevant to population and development, sexual and reproductive health and rights, gender and youth issues, including supporting the implementation of UNFPAโs knowledge sharing, reporting obligations and communications approach in programme development.
The Programme Assistant will provide support to ensure that the business processes are followed in the processing of financial transactions related to office management and operations. He/she is instrumental in facilitating administrative support and office management/operations using and developing appropriate mechanisms and systems - particularly ERP - Quantum and Quantum Plus and ensuring compliance with established procedures.
You would be responsible for:
Provides substantive programmatic and logistical support for UNFPA programmatic interventions, workshops, capacity building activities, commemoration of International Days, review meetings with stakeholders, advocacy and public information events, and other initiatives, including those within the joint UN framework. ย Ensures timely and efficient support to office financial and administration tasks including payment of vouchers, bills, travel tickets, per diem for meeting participants, consultancies, vendor creation, raising of requisitions, purchase orders, procurement of goods and services and other related processes. Maintains petty cash and effects payments when authorized by the appropriate official ofย UNFPA.ย ย ย ย ย ย ย . Contributes to the smooth running of the office by ensuring the provision and maintenance of services and supplies, maintaining up-to-date inventory and records and the appropriate common premises related activities.ย Follow-up on audit recommendations. Works in close collaboration withย implementingย partners ย and cooperating with other UN agencies, government, civil society partners, relevant humanitarian agencies, stakeholders and field staff to coordinate logistics and supply chain management support for UNFPA operations including in emergencies. Ensures timely and effective procurement and management of UNFPA commodities and supplies at all levels, including delivery, transportation, storage, distribution, inventory and reporting of all UNFPA goods. Undertakes field monitoring visits to warehouses to ensure proper storage, distribution and utilization of emergency supplies. Liaises in theย fulfillment of daily administrative tasks and to advance the programme and mandate of UNFPA including with governments, regional institutions, civil society organizations including but not limited toย faith-based organisations (FBOs), female and youth-led organizations and others. The main geographical scope of work would cover the four BBE countries and other countries covered by the Liaison Office for Barbados and theย ย ย OECS.ย ย ย ย However, provision of support to countries covered by the UNFPAย SROCย ย ย ย ย is also expected.ย Contributes to the creation and sharing of knowledge by synthesizing and documenting findings and lessons learned, success stories and best practices, strategies and approaches of the Office and drafting relevant materials for dissemination, including to inform partners and the donor community and for the development of knowledge assets as required. Assistsย in compiling data relevant for the conduct of advocacy and policy support activities, establishing and implementing mechanisms to systematically assess the achievement of results, participating in review meetings and evaluation missions and preparing regular inputs to status and progress reports. Supports advocacy and resource mobilization efforts ofย UNFPA by compiling and synthesizing relevant background material for use in discussions and public events. Assists in establishing and maintaining networks of donor and public information contacts and provides assistance in organizing and conducting donor meetings. Supports posting of relevant material on social media pages as per internal communication mechanisms. Represents UNFPA in joint UN mechanisms as required including for joint security and duty of care efforts, implementation of the Business Operation Strategy, and contributes to enhancing UNFPA visibility through internal and external communications and social media engagement and monitoring with UN and partners. Facilitateย payment requests, financial record-keeping and preparation of financial reports required in line with HACT financial rules and procedures with Implementing Partners. Establishes and maintains contacts with government counterparts,ย implementing partners and other stakeholders to ensure an effective and efficient collaboration. Facilitate the conduct of HACT assurance activities and ensure the development and implementation of follow-up actions. Perform any other job related duties as assigned by the Supervisor or SROC Seniorย ย Management.Qualifications and Experience:ย
Education:ย ย
Knowledge and Experience:ย
5 yearsโ previous experience in secretarial/administrative functions; Some experience in research assistance; Previous experience in the UN an advantage, and knowledge of protocol; Strong interpersonal and organizational skills; Computer literacy - Word, Excel, Power-point, etc., and good knowledge of Atlas/PeopleSoft; Good writing and communication skillsLanguages:ย
Fluency in English is required. Working knowledge of another official UN language is desirableRequired Competencies:ย
Values:
Exemplifying integrity,ย Demonstrating commitment to UNFPA and the UN system,ย Embracing cultural diversity,ย Embracing changeCore Competencies:ย
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 impactFunctional Competencies:
Logistics support Managing data, documents, correspondence and reportsย Managing information and workflowย Planning, organizing and multi-taskingย Managing financial processes Job knowledge/technical expertiseยCompensation and Benefits:
This position offers an attractive remuneration package including leave days, health insurance and additional remuneration for pensions and social security obligations.
UNFPA Work Environment:
UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click hereย to learn more.
Disclaimer:
Selection and engagement of LSC personnel may be subject to background and reference checks, medical clearance and other administrative requirements.ย
UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or selection process and does not concern itself with information on applicants' bank accounts.ย
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