Programme/Administrative Associate, Windhoek, Namibia

Programme/Administrative Associate, Windhoek, Namibia Job Title: NATIONAL POST: Programme/Admin. Associate - Windhoek, Namibia, G6 Job ID: 31220 Location: East and Southern Africa Full/Part Time: Full-Time Regular/Temporary: Regular Rotation: This post is non-rotational. Background Information THIS POSITION IS ONLY OPEN TO NATIONALS OF NAMIBIA Closing date: 03 July 2020 One year renewable (*) [*] No expectancy of renewal in accordance with UN Staff Regulations The Program and Administrative Assistant supports the design, planning and management of UNFPA's country programme by providing and managing data inputs, providing logistical support, monitoring programme/project implementation and following up on recommendations while ensuring high quality and accuracy of work in accordance with UNFPA programme and financial rules and regulations. The program and Admin Assistant facilitates programme/ project implementation using and developing appropriate mechanisms and systems and ensuring compliance with established procedures. This will amongst others include provision of administrative support, vendor management, traveling arrangements and financial/funds administration for projects and programmes as the key focal person to the Regional Operations Service Center (ROSSC). The incumbent will report directly to the Assistant Representative Organizational Setting 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 new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. 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. Main Tasks & Responsibilities Programme/Project Support Tasks: Drafts responses to incoming programme related correspondence in consultation with respective programme managers and ensure proper documentation is kept on file; Participates in the identification and formulation of the country programme and annual work plans in the subject areas of UNFPA assistance to the implementing partners (IPs); Drafts routine correspondences, reports, briefs, and other documentation. Assists in the preparation of legal documents such as LoUs and MoUs; Maintains a central filing system for the programme unit in accordance with established classification systems. Files all correspondence in the programmes unit. Updates inventory of files and informs staff members accordingly; Supports the drafting and finalization of CPs, and revision of AWPs and budgets; Responds to calls and other requests from IPs, government agencies, UN agencies, etc. Where technical assistance is needed, all calls are referred to the focal points; Organizes and provides logistical support to meetings, conferences and workshops for the programme unit and IPs; initiates and coordinates the preparation of the agenda and necessary documentation; and provides secretarial support during the meetings, conferences and workshops (such as minute taking); Contribute to monthly and annual environmental scanning in relevant programme areas; Assists in preparing and/or processing administrative requests/documents including the review of Funding Authorization and Certificate of Expenditures (eFACE) Form, Direct Payments or any disbursement to or on behalf of IPs. Supports researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, project documents and submissions to IPs/donors by providing information, preparing tables and drafting relatively routine sections. Prepares background information for use in discussions with IP/donors and other organizations; Assists in the preparation of presentation materials using appropriate technology and software; Acts as PA to the Representative and HR focal point in the absence of the PA to the Representative; Carry out any other duties as may be required by UNFPA leadership. Administrative Tasks Supports the preparation of IPs for spot checks, annual HACT audits, provide guidance and continuous follow to IPs in implementation of spot checks and audit recommendations where required, assist in following up on spot checks/audit recommendations; Supports programmes and projects (IPs) in procurement of goods and/or services (inclusive of travel) by obtaining quotations and preparing documentation for submission to the ROSSC; Compiles lists of local /international sources of procurement, contacts local / International potential suppliers or vendors for price quotations, prepares summary of bids including information on price and conditions of offer to be submitted to the ROSSC; Supports the preparation of programme related procurement requests and draft of Terms of References/Scope of Programmatic Services. Support the CO asset management process, including inventory, recording, classification, update, replacement and disposal; Manage the physical inventory and movement of assets and carry out physical reconciliation with ATLAS reports; Ensure that fixed assets are properly classified, captured and updated (capitalized as per Asset management policy); assets are properly tagged and participate in year-end closure activities; Maintains and monitors assets per location and assets per custodian lists; Prepare relevant documents for the disposal of office and other UNFPA assets and furniture and work with RCRC for their effective disposal; Checks when equipment is due for replacing and manages the disposal of such equipment; including performing the necessary administration; Qualifications and Experience Education: Completed Secondary Level education. Knowledge and Experience: Minimum of 5 years of progressive experience in project/programme management, administration and general office support or related area. Experience in supporting ASRH, gender and HIV prevention projects will be an added advantage. Strong written and oral communications skills. Demonstrated ability to work in a team environment Ability to organize effectively, work under pressure with attention to detail and accuracy Dedication to UN principles and demonstrated ability to work harmoniously with persons of different national background Proficiency in use of spreadsheets, word processing and computerized accounting systems Languages: Fluency in English; knowledge of other official UN languages is desirable. Required Competencies Values: Exemplifying integrity Demonstrating commitment to UNFPA and the UN system Embracing diversity in all its forms Embracing change Functional Competencies: Innovation and marketing new approaches Strategic partnership: Leveraging the resources of national governments and partners/ building strategic alliances and partnerships Promoting accountability and results-based programme Client orientation Job knowledge and technical expertise 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 Disclaimer WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline For any questions or comments please contact


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