Programme Assistant

4 weeks ago

Nairobi, Nairobi Area, Kenya UNICEF Full time
UNICEF is the world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS
Summary


This is a recruitment for a GS-5 level post (Full time) to provide support to the WASH in Emergencies and Fragile settings unit based in Nairobi and part of the WASH Programme Group team globally.

Under the overall supervision of the Senior Advisor leading the assigned unit(s) or others as identified by the unit, the Programme Assistant (PA-GS5) provides support in a range of procedural, administrative, and operational tasks, to help develop, implement and monitor the functions of the unit (s), ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.

During and also following the HQEI transition period, team members will be working across various time zones.

Programme Assistants are expected to actively coordinate with their counterparts in the New York HQ office to ensure effective coverage and support for time-sensitive requests, ensuring smooth operations across different time zones.

How can you make a difference?
Budget Monitoring

Monitors budgets and financial expenditures of section, 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.

Carries out transactions in VISION pertaining to grants for his/her Unit such as registering grant allotments and tracking expiring programme grants.

Office Planning & Project Management

Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans.

Monitors project implementation against established milestones and makes recommendations to improve performance.
Helps ensure timely compliance with agreed deadlines.
Prepares and maintains records pertaining to programme planning and development for his/her respective unit(s).

Carries out transactions in VISION ensuring programme results, activities and programme coding are as per annual work plans (AWPs) and makes amendments and alterations as per unit revisions when necessary.

Procurement

Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.

Supports with preparing and processing direct cash transfers to partners, review partnership agreement documents, and verify liquidations.
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 and making necessary logistical arrangements.
Maintains up-to-date vendor lists, partners, and consultant rosters.
Collects invoices and filing documents for approval and thereafter processing in VISION and Service Gateway.

Communications & Workflow

Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.

Manages incoming and outgoing correspondence, e-mails and telephone calls.
Communicates routine and non-routine information pertaining to the work of the team.
Establishes and maintains the section's digital filing and reference systems (where relevant).

Events/Logistics

Maintains section/unit calendar and arranges meetings. Takes minutes of meetings and keeps the correspondence of the team well organized.
Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
Arranges times through liaising with participants over availability.
Liaises with budget focal points and section over costs and needs.
Prepares background materials for participants.

Supports administrative and protocol issues, in consultation with the Global Office, in Nairobi Operations team as part of staff onboarding and settling-in processes and where needed.

Travel & Attendance

Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization's rules and policies.

Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.

Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.

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.
Monitors travel certification and report back to the team.
Maintains and updates a system which monitors the absence of staff in the unit.

Invoice Processing

Responds to client transaction status and other inquiries.

Supplies/Equipment

Supports management of administrative supplies, office equipment, and 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.
Arranges for the purchase and timely distribution of office supplies.

Other

Supports capacity development activities, meetings and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts; arranging times through liaising with participants over availability; liaising with budget focal points and section over costs and needs; and preparing background materials for participants.

Supports administrative and protocol issues in consultation with the Global Office in Nairobi Operations team as part of staff onboarding and settling-in processes and where needed.

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