Programme Assistant

UNITED NATIONS CHILDREN’S FUND
JOB PROFILE

I-Post Information

Job Title: Programme Assistant
Supervisor Title/ Level: Chief, Field Office, P4 Organizational Unit: Programme, Gaza
Post Location: Gaza, State of Palestine

II. Organizational Context and Purpose for the job

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.


Job organizational context (Please outline the type of office this position is in, in addition to its supervisor) :

This position is located in the Gaza Field office, State of Palestine. The position will be supervised by the Chief of Field Office, P4.
Purpose for the job (Please outline the overall responsibility of this position)

This position reports to the chief of Field Office with responsibility for the management and coordination of work for the field office. The role of this post is to provide administrative and clerical support services to the Chief of Field Office and other senior Specialists in the office. It involves monitoring of project funds, supply and cash assistance to government and NGOs and management of information and coordination of matters within the team. The post is a key interface with a broad range of contacts including high-ranking officials, both within and outside the Organization. The post prioritizes tasks and organizes work independently based on general direction from the supervisor.


III-Key functions, accountabilities and related duties/tasks (Please outline the key accountabilities for this position and underneath each accountability, the duties that describe how they are delivered. Please limit to four to seven accountabilities)


Summary of key functions/accountabilities:

1-Administrative and clerical support services to the Chief of Field Office to facilitate smooth running of the Office and effective processing of information and data.
-Helps manage the immediate office operations with respect to communications, meetings and work flow; identifies complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the supervisor’s attention. As appropriate, provides information and guidance to staff at all levels within the organizational unit to ensure understanding of intent and deadlines.
-Establishes internal tracking systems and procedures for correspondence and documents; monitor work progress and cases of priority and concern to the supervisor.
-Arranges appointments and maintains supervisor’s calendar, receiving high ranking visitors, places and screens telephone calls and answers enquiries; Organizes high-level meetings including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings. Distribute meeting reports and information and ensure follows-up on required actions.
-Organizes and facilitates the administrative work of the office including establishing internal procedures and tracking systems for correspondence and documents: receives screens and registers correspondence and documents.
-Collects and prepare briefing materials for supervisor concerning official trips or special meetings. Undertake travel arrangements for supervisor, including arranging itinerary, visas, and hotel reservations. Ensure offices are informed of travel arrangements and requirements. Brief supervisor of important developments upon their return.

2-Professional image projected through in-person and telephone interaction. Discretion exercised with confidential information and complex sensitive subject matter.
-Keeps abreast of activities of importance, latest policies, procedures and organizational changes affecting the team.
-Establishes and maintains a records management system containing reference materials and confidential records as required.
-Prepares briefing materials for supervisor concerning official trips or special meetings; drafts responses to written inquiries on a variety of routine and non-routine questions.
3-Effective preparation and knowledgeable delivery of correspondence/communications, documentation and reports contributing to achievement of work objectives
-Prepares correspondence for the supervisor’s signature, and may make informal translations into another official language as required. Draft non-substantive correspondence based on first-hand knowledge of work schedule or events, rough notes, or verbal instructions, for supervisor’s approval.
-Communicates sensitive information to senior level managers and coordinate responses to sensitive inquiries on behalf of the supervisor.
-Follows up on the preparation by staff of reports, correspondence, briefing notes and other documents for the supervisor’s reference. Reviews these documents for appropriate format and style, in accordance with standard practices.
-Selects and makes pertinent abstracts and undertake searches for information as directed.


3-Complete and up-to-date filing system is maintained
-Ensure complete and up-to-date filing of the documentation related to all programme activities (PCAs, request for DCTs, contracts), administrative issues, mails in both electronic and hard-copy formats;
-Complete year-end/new year filing according to established filing standards;
-Carries out periodic review of electronic files attached to contracts, service
requisitions, DCTs release in SAP to ensure completeness and consistency;
-Ensure appropriate documentation of processes and data are kept on file;
-Follow up with colleagues to achieve proper information storage practices.


4-Well managed and effective program budget operations
-Preparation, monitoring and control of program budget and related documentation. Advice for adjustments, if necessary. Maintain computerized control of financial operations by annual program budget, donor, project and activities related to cash and supplies.
-Scrutinize cash/supply requests from partners and advice if they are in line with agreements/UNICEF guidelines. Monitor cash assistance to partners, follow-up liquidation of accounts, check liquidation documents against agreed budget proposal, define accuracy of documents and provide feedback to counterparts for any discrepancy.
-Raise supply and cash requisitions as well as payment requests. Advice on closure of cash requisition upon completion of activity and payment of all outstanding charges.
-Prepare documents for the re-phasing of funds for the following year.
Organize data and information, prepare and maintains records, documents and control plans for the monitoring of project/programme implementation. Prepare periodic and ad hoc reports on programme and project activities.
-Maintain computerised control of financial operations by annual program budget, donor, project, subproject and activities related to cash and supplies, equipment and other expenditures.
-Advise supervisor on selection of most appropriate source of funding for activities in the PPA on the bases of donor’s conditions, previous utilisation of the contribution and life span of the contribution.
-Preparation and monitoring of the annual work plan. Organize and prepare relevant documents for midterm and annual reviews and ensure responsibility for all workshop preparations.
-Provide support in the preparation of annual report, progress reports, and reports to donors, project proposals and any other document requested.

5-Performs any other duties and responsibilities as requested

-Drafts all correspondences with regard to PCAs, individual and institutional contracts, communication & Advocacy, security and follow up with concerned section Programme Specialists or Operations staff and ensure signature and distribution of these correspondences
-Make all arrangements including telephone calls for meetings, discussions between UNICEF, vendors’ contractors/consultants and IPs in matters related to the technical assistance.
-Carry out any other tasks as required

IV-Impact of Results (Please briefly outline how the efficiency and efficacy of the incumbent impacts its office/division and how this in turn improves UNICEF’s capacity in achieving its goals)

Suggests corrective measures for programme implementation and administration of the project, and recommends actions. Errors in recommending negative corrective measures will lead to waste of resources that can result in complete disorder for the project. Failure to monitor donor reports will result in none compliance with donor obligation rules and result in loss of financial resources. Failure in cash advances monitoring will result in slow implementation and none compliance of Financial instructions.


V-Competencies and level of proficiency required (please base on UNICEF Competency Profiles)

Core Values

-Commitment
-Diversity and inclusion
-Integrity

Core competencies
-Communication
-Working with People
-Drive for Results

Functional Competencies:
-Analyzing
-Learning and Researching
-Planning and Organizing
-Following Instructions and Procedures
-Adapting and Responding to Change

VI-Recruitment Qualifications
Education:
Completion of Secondary School Education. Bachelor’s degree in Administration or Project Management.

Experience:
5 years of experience in accounting, financial or budget work, including on the job training in accounting and financial procedures and systems. Knowledge and skills in using corporate financial systems as well as standard office computer applications.

i-IT Skills – Computer literacy and the ability to effectively use standard office software tools and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems

ii-Office Management Skills – Five years of office support work experience, including, organizing and supervising the whole range of office support and administrative activities. Ability to work with minimum of supervision. Ability to extract and format data and to solve operational problems. Ability to organize own and others work, set priorities and meet deadlines. Ability to organize meetings and events. Ability to handle work quickly and accurately under time constraints


Language Requirements:
Fluency in English and local working language of the duty station Working knowledge (Level C) of one language of the Organization is required.

General Conditions: Procedures and Logistics
-UNICEF's salary and benefits are based on the United Nations Common System for national staff
-If you have experience in working in a similar capacity and want to make an active and lasting contribution to build a better world for children and match the profile outlined, send a detailed curriculum vitae in English AND a duly completed United Nations Personal History form (P11) together with a covering letter. The P11 form can be downloaded from here

P11 Form

لتصلك اخر برامج التشغيل والوظائف في قطاع غزةعلى جوالك وبدون رسوم  ارسل حرف  غ  للرقم 37953

-Deadline for Receipt of Applications: 28 April 2015

-Applications should be submitted by either mail and marked confidential or e-mail through
UNICEF State of Palestine vacancy generic account and should be addressed to the following and please quote vacancy notice number HR/VN/2015/05 and post title to:

Chief of Operations
UNICEF State of Palestine
P.O. Box 25141, Beit Hanina, Jerusalem Or
Email: [email protected]

-Applications, which do not meet the specified minimum requirements or those that will be received after the closing date will not be considered.
-UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.
UNICEF is a smoke free environment

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