Programme Assistant,
Commodity Security Branch, Technical Division,
New York
UNFPA - United Nations Population Fund
Closing Date: 11-April-2017
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UNFPA Supplies – UNFPA’s largest thematic trust fund – helps countries build stronger health systems and widen access to a reliable supply of contraceptives and life-saving medicines for maternal health. Since its inception in 2007, UNFPA Supplies has mobilized over US$1 billion to support national action to reach poor and marginalized women and girls in countries with high unmet need for family planning and high rates of maternal death.
UNFPA Supplies seeks to ensure, over time, the sustainability of national reproductive health commodity security (RHCS) efforts, with a focus on enhancing national health systems for supply chain management and the delivery of reproductive health services, including family planning services, with a particular attention to reaching marginalized populations. The influence of the Programme’s catalytic leadership with governments and partners can be seen in stronger and more inclusive policies, stronger and more sustainable national health systems and supply chains, stronger more inclusive commitment to family planning programming especially for disadvantaged women and girls, and has contributed to significant increases in use of modern contraception and notable improvements in key reproductive health indicators. ----------------------------------------------------------------------------------------------- | |
Organizational Setting
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The Programme Assistant reports to the Programme Management Specialist under the overall direction and leadership of the Chief, Commodity Security Branch (CSB).
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Main Tasks & Responsibilities
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A. Administrative and Coordination functions
● Provide logistical, administrative and financial support and follow-up for substantive meetings and workshops organized by the Branch;
● Ensure optimal communication flows between Commodity Security Branch and other units and external counterparts, through effective use of written, verbal and electronic communication, organize audio and video conferences;
● Log incoming correspondence and documents for action by the branch, collect and prepare necessary information for reply / action in line with UNFPA’s guidelines and procedures for correspondence; prepare correspondence, documents and reports ensuring that spelling, punctuation and format are correct; and draft and finalize responses to routine matters;
● Support publication process for all branch related publications, through ensuring that draft publications follow procedures and are published in accordance with guidelines;
● Handle all mailings including bulk mailings of publications, finalize responses to accompany publications, maintain an office filing system, assist in archiving, and maintain up-to-date electronic mailing lists;
● Prepare travel authorizations and make travel arrangements, coordinating with in-house Travel Unit, as needed;
● Prepare papers for the recruitment of consultants, and other temporary staff;
● Maintain and update project files, including project progress reports, work plans and budgets in compliance with guidelines for the global programme;
● Support Programme Management Specialist in inputting information into the Strategic Information System (SIS);
● Support programme team in researching files, collect information, and organize material to meet Branch needs. This includes preparation of information, and brief summaries and background documentation for official missions and special meetings;
● Draft, for approval, amendments to project agreements, work plans and contractual aspects of projects with global programme implementing partners;
● Maintain and update branch microsite on family planning, with inputs from branch staff;
● Prepare requisition request in ATLAS;
● Interpret UNFPA rules, regulations and procedures for the branch staff and implementing partners;
● Monitor direct use of Atlas by global programme partners;
● Assist back up activities for other administrative staff as and when needed;
● Carry out any other duties as may be required by the programme team.
B. Research functions
● Prepare first drafts of responses to inquiries received by the Branch for action by supervising officers;
● Gather and compile data and information for the preparation of documents, guidelines, speeches and position papers using website or content searches by selected themes;
● Organize, compile and process information from donors, Regional Offices, programme countries, and country offices, as inputs to various databases and documents;
● Prepare powerpoint and other presentations, including computer generated visuals such as graphs；
● Gather and synthesize theme-based regional data and relevant indicators;
● Provide research support including literature searches, UN related information; e-track, regional offices’ reports.
C. Financial functions
● Track project expenditures and monitor branch’s ceiling;
● Utilize Atlas to produce monthly report on financial status of Branch projects;
● Create vouchers and process payments in Atlas for the Branch’s partners in its global programme;
Follow up submission of financial reports with partners----------------------------------------------------------------------------------------------- | |
Qualifications and Experience
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● 5 years previous experience in finance and administration;
● 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.;
● Good knowledge of Atlas / Peoplesoft;
● Good writing and communication skills.
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Required Competencies
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Values:
• Exemplifying integrity • Demonstrating commitment to UNFPA and the UN system • Embracing diversity in all its forms • Embracing change 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:
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