The Position:

Under the overall supervision of the Director of the Sub-Regional Office for the Caribbean, based in Jamaica, and direct supervision of the Suriname Liaison Officer, the Programme Assistant supports the design, planning, execution and management of UNFPA’s programme by providing administrative, programmatic, logistical, and operational support, including supply chain and logistical support in humanitarian contexts.

The Programme Assistant (PA) applies established systems and procedures and assists in knowledge management by compiling and synthesizing information relevant to population and development, sexual and reproductive health and rights, gender and youth issues, including supporting the implementation of UNFPA’s knowledge sharing, reporting obligations and communications approach in programme development.

How you can make a difference:

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 strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

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.

Job Purpose:

The Programme Assistant will provide support to ensure that the business processes are followed in the processing of financial transactions related to office management and operations. He/she is instrumental in facilitating administrative support and office management/operations using and developing appropriate mechanisms and systems – particularly Quantum ERP- and ensuring compliance with established procedures. The PA will furthermore implement and support the adherence and monitoring of UNFPA internal remote audit recommendations and has the responsibility to safekeep and reconcile assets.

Work Relations:

Internal contacts include the SRO functional units with its head office in Jamaica and similar Liaison Office structures in Belize, Guyana, Barbados and Trinidad & Tobago and the UNFPA Regional Office in Panama. External contacts include the UN System, counterparts and partners in Suriname, Aruba, Curacao and Sint Maarten including governments, NGOs, academia, National statistical offices, experts, etc.

You would be responsible for:

• Provides substantive programmatic and logistical support for UNFPA programmatic interventions, workshops, capacity building activities, commemoration of International Days, review meetings with stakeholders, advocacy and public information events, and other initiatives, including those within the joint UN framework.
• Ensures timely and efficient support to office financial and administration tasks including payment of vouchers, bills, travel tickets, per diem for meeting participants, consultancies, vendor creation, raising of requisitions, purchase orders, procurement of goods and services and other related processes.
• Maintains petty cash and effects payments when authorized by the appropriate official of the SRO.
• Contributes to the smooth running of the office by ensuring the provision and maintenance of services and supplies, maintaining up-to-date inventory and records and the appropriate common premises related activities. Ensure business continuation in accordance with approved AWP, through program and financial assistance in accordance with PPM. Implement and provide support for adherence, monitoring and follows up of audit recommendations.
• Works in close collaboration with SROC, implementing and cooperating UN, government, civil society partners, relevant humanitarian agencies, stakeholders and field staff to coordinate logistics and supply chain management support for UNFPA operations including in emergencies.
• Ensures timely and effective procurement and management of UNFPA commodities and supplies at all levels, including delivery, transportation, storage, distribution, inventory and reporting of all UNFPA goods. Undertakes field monitoring visits to warehouses to ensure proper storage, distribution and utilization of emergency supplies.
• Supports the establishment of IP agreements with partners for implementation of UNFPA work plans and LTAs. Provides support in projecting future needs (forecasting) for prepositioning supplies and identifying gaps in the logistics pipeline, providing inputs on how to strengthen the logistics chain.
• Assists in capacity building, training and guiding of UNFPA stakeholders, including on the use of Quantum ERP in managing budgets and generating reports and PSEA obligations.
• Liaises with stakeholders in the SROC in the fulfillment of daily administrative tasks and to advance the programme and mandate of UNFPA including with governments, regional institutions, civil society organizations including but not limited to FBOs, female and youth-led organizations and others. Main geographical scope of work is Suriname, Aruba, Curacao and Sint Maarten; provision of support to UNFPA Offices in other Caribbean countries is expected as well.
• Contributes to the creation and sharing of knowledge by synthesizing and documenting findings and lessons learned, success stories and best practices, strategies and approaches of the Liaison Office and drafting relevant materials for dissemination, including to inform partners and the donor community and for the development of knowledge assets as required.
• Assist with managing cash transfers to Implementing Partners and timely reporting of advances, capacity building of IP on financial, management.
• Assist with HACT Assurances activities of implementing Partner and required follow up actions form the assurance activities.
• Assists the Liaison Officer in compiling data relevant for resource mobilization, and the conduct of advocacy and policy support activities, establishing and implementing mechanisms to systematically assess the achievement of results, participating in review meetings and evaluation missions and preparing regular inputs to status and progress reports, including analysis of data from Quantum ERP.
• Supports advocacy and resource mobilization efforts of the Sub-regional Office by compiling and synthesizing relevant background material for use in discussions and public events. Assists in establishing and maintaining networks of donor and public information contacts and provides assistance in organizing and conducting donor meetings. Supports posting of relevant material on social media pages as per internal communication mechanisms.
• Represents UNFPA in joint UN mechanisms, including but not limited to the United Nations Communication Group, Business Operation Strategy team, and joint security and duty of care efforts, while enhancing the organization’s visibility through internal and external communications. Actively engages in social media monitoring and collaborates with UN partners to promote UNFPA’s work. Additionally, ensures that all activities led by the Youth Advisory Group are regularly monitored and documented, with clear progress reports shared at each meeting to track outcomes and enhance the impact of their initiatives.
• Monitors and tracks financial activities related to the implementation of UNFPA work plans under each chart of accounts for the Suriname Liaison Office. Ensures accurate budget management by regularly reviewing expenditures, reconciling financial transactions, and providing timely updates on budget status. Supports the preparation of financial reports and contributes to the effective allocation of resources by identifying potential overspending or underspending. Collaborates closely with the SROC finance team to ensure compliance with UNFPA financial regulations and assists in forecasting budget needs for future programmatic interventions.
• Any other related duties that maybe assigned.

Education:

Completed secondary level education required. First level university degree preferred.

Knowledge and Experience:

• 5 years previous experience in secretarial, financial and administrative functions;
• Some experience in research assistance;
• Previous experience in the UN an advantage, and knowledge of protocol;
• Previous experience with Quantum ERP system is an advantage
• Prior experience with the UN ALL platform is an advantage
• Strong interpersonal and organizational skills;
• Computer literacy – Word, Excel, Power-point, etc., experience with software applications and interactive virtual meeting platforms allowing effective and efficient teamwork, and good knowledge of social media platforms ;
• Good writing and communication skills.

Languages:

Fluency in English and Dutch is required. Working knowledge of another local or official UN language is desirable.

Other Desirable Skills:

Initiative, sound judgment, strong interest in development work, especially the mission of the United Nations Population Fund and dedication to the principles of the United Nations.

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,

Functional Competencies:

• Logistical support
• Managing data, documents, correspondence and reports
• Managing information and workflow
• Planning, organizing and multi-tasking
• Job knowledge/technical expertise

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA’s workforce – click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants’ bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.