UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.
Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.
And we never give up.
For every child, good health…..
Under the supervision and guidance of the supervisor, the programme assistant supports the DHIS unit, through providing a range of administrative and operational support following standard procedural, in day-to-day work, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.
The incumbent is expected to deliver a broad variety of standardized administrative, operational and financial tasks for the respective units in the section requiring thorough knowledge of UNICEF administrative and financial procedures, processes and policies.
In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.
Under the supervision and guidance of the supervisor, the Programme Assistant is responsible for executing a broad variety of procedural, administrative, and operational tasks within the Unit and Office of the Director, Health Programme, requiring thorough knowledge of UNICEF administrative procedures, processes and policies. and Office of Director, Health Programme.
How can you make a difference?
Preparation and tracking of budgets, grant and financial management
- Monitors budgets and financial expenditures of the concerned programmes, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
- Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
- Prepares and maintains records, documents and control plans for the budget monitoring of project/programme implementation.
- Ensures the availability of timely, complete and accurate information and data for preparing unit work plans and project management plans.
- Supports the setting up systems, including spreadsheets and financial cubes, to track and monitor implementation of multiple grants and to support quality reporting.
- Carries out transactions in VISION pertaining to grants for the unit such as registering grant allotments and tracking expiring programme grants.
- Carry out transactions in VISION ensuring programme results, activities and programme coding are as per annual work plans (AWPs)and makes amendments and alterations as necessary.
- Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION. Uploads electronic files and verify results to destination system.
Support to information and knowledge management
- Provides support to manage web-based content management systems, SharePoint sites, electronic resources etc. Supports in the collation of inputs and information.
- Establishes, maintains and updates filing systems to conform to changing work requirements and priorities, utilizing latest automated, technology and systems available.
- Supports capacity development activities related to performance monitoring, programme development, and related internal UNICEF systems/tools by supporting the preparation of training materials.
Logistics and operational support
- Organizes and facilitates the administrative work of the office including establishing internal procedures and maintaining tracking systems for correspondence and documents
- Maintains team calendar and arrange meetings as required
- Takes minutes of meetings and keep the correspondence of the team well organized (electronically)
- Supports virtual meetings and other events by making logistical arrangements, through engaging with facilitators, hosts, vendors as required. Arranges times through liaising with participants over availability.
- Liaises with budget focal points and section over costs and needs.
- Prepares background materials for participants and manages related information.
- Prepares and maintains agendas on meeting and events related to the work group commitments.
Managing staff travel
- Collects and prepares briefing materials for the unit chief concerning official trips or special meetings. Supports travel arrangements for supervisor, including arranging itinerary, visas, and hotel reservations. Ensure offices are informed of travel arrangements and requirements.
- Provides travel assistance to staff in the unit for travel arrangements and entitlements (including HR related travel) based on the organization’s rules and policies.
- Extracts, inputs, maintains and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel
- Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records
- Supports management of administrative supplies, office equipment, updating inventory of items.
- Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
- Arrange for the purchase and timely distribution of office supplies.
- Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.
- Keeps vendor lists, partners, and consultant rosters up to date.
- Maintains and updates a system which monitors the absence of staff.
To qualify as an advocate for every child you will have…
- Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.
* For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience.
* A master’s degree may replace additional two years.
- A minimum of 5 years of relevant administrative services or clerical work experience is required.
- Experience in budget and financial planning, monitoring and management is highly desirable.
- Advanced computer literacy and the ability to effectively use standard office software tools (MS Office, Enterprise database) and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems.
- Proficiency in using SAP/ERP systems (VISION) will be an asset.
- Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
For every Child, you demonstrate…
UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to including everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.
We offer a wide range of benefits to our staff, a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.
UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination.
UNICEF is committed to promoting the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.
UNICEF appointments are subject to medical clearance.
Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid).
Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF.
UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.
“UNICEF only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/”
For more information on remuneration and benefits, please visit UNICEF’s Entitlements’ page. If you would like to find estimates for entitlements, you may use the online Salary Estimate Calculator
- Only shortlisted candidates will be contacted and advance to the next stage of the selection process.