Programme Assistant

Vacancy Number: VA/FPA/SOM/02-1/2015
Post Title: Programme Assistant
Type of Contract: Service Contract
Level: SC-5
Duration: One (1) year
Duty Station: Nairobi
Date of Issue: 13 February 2015
Closing Date: 19 February 2015
Organizational Unit: UNFPA Somalia Country Office
 
1. General Information:
The United Nations Population Fund is an international development agency that promotes the right of every woman, man and child to enjoy a life of health and equal opportunity. UNFPA supports countries in using population data for policies and programmes to reduce poverty and to ensure that every pregnancy is wanted, every birth is safe, every young person is free of HIV/AIDS, and every girl and woman is treated with dignity and respect.

Summary of Key Functions:
Under the direct supervision of the Population and Development Programme Specialist, ensures effective and efficient functioning of the CO with specific emphasis on the P&D Project by managing all administrative, operational and financial transactions in the following areas:
 Provides effective support to management of the Population and Development programme and provides administrative support to the programme.
 Provides all necessary support as required in terms of administrative and FACEreporting requirements, and all relevant clearance procedures for finance, procurement, recruitment, travel, etc.
 In liaison with the Programme Specialist and with support from the finance team , reconcile the records of payments with financial entries in Atlas and ensure transmission of project financial data for inclusion in Atlas, FACE forms and recommends new disbursements to the Programme Specialist;
 In close collaboration with the Programme Specialist, monitor all works with the support of P&D team and programme officers in the field;
 Collect, maintain and update data relevant to P&D areas being supported and maintain work plan information
 Supervise logistical arrangements for visiting missions, ensure briefing kits are compiled, liaise with Field Security Coordination Officer (FSCO) and ensure security clearance and visas are obtained for all staff and consultants traveling to the field.
 Review of FACE forms, financial reports and supporting documents from the implementing partners and maintain up to date files for the annual work-plans, letter of understanding and FACE forms
 Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed transactions are correctly recorded and posted in Atlas.
 Undertake logistical administrative and financial arrangements in consultation with the operations unit for meetings and workshops organized by the P&D including taking minutes when called upon.
 Initiate payment process for the team members, consultants and vendors etc.
 Provide administrative support in services related to procurement.
 Compilation and preparation of briefing and presentation materials, background information and documentation for meetings and missions.
 Carry out any other relevant duties requested by the Project Manager
 Provide support to operations when called upon.
 
Impact of Results:
The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UNFPA as an effective contributor to the development of the country.
 
Education:
 Secondary Education, preferably with specialized certification in Administration, Accounting and Finance.
 University Degree in Business or Public Administration, Economics, Political or Social Sciences would be desirable, but it is not a requirement.

Knowledge and Experience:
 Minimum 5 years of progressively responsible project administrative, financial and organizational management experience is required at the national level.
 Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.
 Proven experience using the PeopleSoft / Atlas Enterprise Resource System in financial management is a distinct advantage.
 Work experience with UN organizations; experience in logistical support functions is desirable
 
Required Competencies:
 Values: Exemplifying integrity, Demonstrating commitment to UNFPA and the UN system, Embracing cultural diversity, 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
iii) Required Skillset:
3 - 5 years of progressively responsible administrative or programme experience is required. Experience in the usage of computers and office software packages (MS Word, Excel, access etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems, managing data and supporting financial data analysis.
 
Languages:
 Fluency in English, good written and oral skills
Please note that this post is open to Kenyana Nationals only. Applications with a current CV and duly completed/signed P11-UN Personal History Form (www.escwa.un.org/main/vacancies/P_11.doc) marked: “VA/FPA/SOM/02-1/2015 Project Assistant” should be forwarded to the following email address: recruit.unfpasom@unfpa.org .
UNFPA will only be able to respond to those applications in which there is further interest.
UNFPA Work Environment:
UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life.

We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.
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Disclaimer
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NOTICE TO APPLICANTS: In accordance with the rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, are required to renounce such status upon their appointment. Exceptions to this rule are very limited and can be made only for: (a) stateless persons; (b) newly appointed staff members who have applied for citizenship by naturalization, when such citizenship will be granted imminently; (c) acting staff members in the General Service and related categories with permanent residency status, on promotion to the Professional category; (d) staff members appointed under a temporary appointment. Please understand that UNFPA is not in a position to provide advice on or assistance in applying for any citizenship.
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*No expectancy of renewal in accordance with UN Staff Regulations 4.5