PROGRAMME ASSISTANT–SUVA, FIJI (GS-5 LEVEL) (Fixed Term Appointment- General Service Staff)
UNICEF Pacific is seeking to employ a Programme Assistant under the supervision of the Deputy Representative, perform a variety of relatively complex clerical duties related to the administration of the Deputy Representative’s office, Field Offices and the Multi-Country Programme.
The Programme Assistant will be responsible to ensure the smooth running of the Deputy Representative’s office, including support to programme planning, coordination and support to Field Offices and emergency preparedness and support.This will involves management of information and coordination of matters within a substantive team, including Field Offices.
Searches office files and records relating to the country programme, programme management, contributions, donor reports, emergencies, Field Offices, for information and reference. Selects information and records in specified format, or on the basis of general instructions for use by the Deputy representative, the Emergency Specialist, or the Programme Officer in preparing reports, correspondence, technical papers, project or programme plans and general reference documents
Provides advice and assists staff members of the Deputy Representative Office and their dependents by processing requests for visas, identity cards, drivers’ licenses and other necessary personnel-related documents, in accordance with the requirements of the United Nations and the country of the duty station locations
Prepare quarterly and monthly travel plans for the Deputy Representative Office. Follows up on submission of travel plans by Field Offices and Programme Sections. Makes travel and hotel reservations, prepares travel orders, security clearances, and assembles information pertinent to the purpose of travel for the Deputy Representative’s office staff, key visitors/missions and Field Offices as appropriate
Communicates with programme sections, Field Offices and other Units. Responds to queries related to work area. Drafts correspondence, Emails, memoranda and reports via oral instructions, or based on previous correspondence or other available information sources, in accordance with standard office procedures
Classifies and codes material and files relating to the Multi-country programme, programme management, donor reports, travel, emergencies, Field Offices, and maintains Deputy Representative’s office files, both electronically and/or hard copies as appropriate
Arranges meetings, both internal and external, some involving high-ranking officials, and takes minutes and/or notes at meetings, prepares minutes and follow up action points. Prepares and circulates background documents and agenda. Follows up on arrangements with participants including Field Offices via remote access Maintains Deputy Representative’s schedule, follows up on appointments and meetings. Prepares logistics for planning workshops, annual reviews and other meetings in and outside the Office.
Maintains the donor reports tracking tool/submission data base. Monitor and follow up the preparation and submission of donor reports with concerned sections/units. Assist in the review of financial data, and in the review of utilization reports to donors
Advises and makes arrangements in collaboration with supply staff for shipment and receipt of office and project supplies and equipment. Assists in the preparation of office/Unit budgets applicable to staff and servicing costs, and maintains necessary budgetary control records. Requisitions office supplies and equipment locally and abroad, and arranges for control of distribution and maintenance of appropriate inventory records. Maintains, updates and transmits inventory records of non-expendable equipment of the Deputy Representative’s Office
Occasionally provide back up for the programme officer or admin and programme assistants of other units.
REQUIREMENTS & QUALIFICATIONS:
We welcome applicants who have the following educational background, skills and experience:
Completion of a University Degree in Business Administration or equivalent from a recognized university and/or professional training institution. Proficiency in Microsoft Applications. Training in administrative field is desirable.
Two to three years general clerical work, which should have provided a good knowledge of clerical practices and procedures. UN experience is an advantage.
Very good command of English both oral and written
Demonstrates core competencies in communication, drive for results and working with people and functional competencies in analysing, learning and researching, planning and organizing and following instructions and procedures.
If interested please include in your application:
- A covering letter describing how you meet each of the requirements listed above and your motivation for applying for this post.
- Your updated Curriculum Vitae (work and education history) and UN Personal History Form (P11)
- The two most recent performance appraisals or performance evaluation reports
- The names, addresses, emails and phone details of three work related referees.
Applications must be submitted via email to firstname.lastname@example.org NOT LATER THAN 7 June 2013 and addressed to:
Chief of Operations
Vacancy Notice: 2013/010 – Programme Assistant, Suva
UNICEF Pacific, 5th Floor FDB Building
Private Mail Bag
Regret letters will only be sent to short listed candidates. All applications are treated with strict confidentiality.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from Pacific Island Nationals, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.