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For every child, Commitment.

Job Organizational Context

In line with the Country Programme, under the supervision of the Health Specialist, this position will cover a broad range of functions, requiring thorough knowledge of UNICEF administrative and operation procedures, processes and policies. The Programme Assistant will be providing support to the Education, Health and Communication sections. However, depending on the context, the Programme Assistant may focus on all, some, or several areas with great depth. In addition, there may be additional functions not mentioned in the GJP. If this is the case, this can be made clear in work plans and/or individual performance plan.

How can you make a difference? 

Under the general supervision and guidance of the Health Specialist, the programme assistant provides office and programme administrative support to Education, Health and Communication sections by carrying out a range of procedural, administrative, and operational tasks, to help develop, implement and monitor Equatorial Guinea country programme, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.

Key functions, accountabilities and related duties/tasks:

• Facilitating the processing of contracts for consultants, vendors and external partners that support the office in programme delivery. This includes preparing and filing documents, completing necessary forms and templates, uploading TORs in VISION, and making necessary logistical arrangements. Keeps vendor lists, partners, and consultant rosters up to date.
• Collecting invoices and filing documents for approval and thereafter processing in VISION and FIORI.
• Preparing, maintaining and providing records, documents and control plans for the monitoring of project/programme implementation and financial expenditures for Education, Health and Communication sections. Keeping supervisors informed and advised on actions for decision/follow-up.
• Supporting the management of administrative supplies and office equipment.
• Maintaining office calendar and arranging meetings for the supporting sections. Taking minutes of meetings and keeping the correspondence of the team well organized.
• Providing travel assistance to staff members in Education, Health and Communication sections for travel arrangements and entitlements based on the organization’s rules and policies. Liaising with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Preparing and maintaining records pertaining to programme planning and development for respective sections.
• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational and financial closure.
• Prepare purchase orders and contracts in VISION, and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems.
• Keep stakeholders/partners informed on the progress of procurement processes. Liaise with suppliers, ensuring timely follow-up on delivery schedules. Implement appropriate vendor management practices.
• Follow up internally within the CO and externally with counterparts to ensure supplies for programme implementation are delivered in timely and accurate manner.
• Facilitating systemic information management in the sections by providing consolidated and updated information, reference materials, contact lists, addresses and telephone numbers of counterparts, UN agencies, bilateral agencies and NGOs.
• Carrying 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 sections’ revisions when necessary.
• Assisting in procurement and organisation of logistical arrangements for programme workshops, conferences, capacity building events and retreats for internally for staff and with external partners, including contacting vendors, suppliers for related services such as venue, transportation, catering, interpretation, equipment, hotels, etc. Including 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.

Impact on Results

The Programme Assistant supports the section in the compilation and coordination of key work products, ensuring deadlines are met and that established rules and procedures are followed. The support provided by the programme assistant therefore creates the strongest possible administrative platform from which the country programme can then be delivered. The key results have an impact on the overall performance of the country office and success in the implementation of project/programme activities.

Minimum requirements:

Education:

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the work of the organization.

Work Experience: 

• A minimum of five years of progressively responsible clerical and programme administration, accounting, financial or budget work experience is required.
• Thorough knowledge of UNICEF administrative policies and procedures is required.
• Experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint is considered as an asset.
  
  

Language Requirements:

• Fluency in Spanish and English is required.
• Knowledge of another official UN language or local language of the duty station is considered as an asset.

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are…

(1) Builds and maintains partnerships

(2) Demonstrates self-awareness and ethical awareness

(3) Drive to achieve results for impact

(4) Innovates and embraces change

(5) Manages ambiguity and complexity

(6) Thinks and acts strategically

(7) Works collaboratively with others 

Familiarize yourself with our competency framework and its different levels.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious or ethnic background, and persons with disabilities, to apply to become a part of the organization. To create a more inclusive workplace, UNICEF offers paid parental leave, breastfeeding breaks, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. Click here to learn more about flexible work arrangements, well-being, and benefits.

According to the UN Convention on the Rights of Persons with Disabilities (UNCRPD), persons with disabilities include those who have long-term physical, mental, intellectual, or sensory impairments which, in interaction with various barriers, may hinder their full and effective participation in society on an equal basis with others. In its Disability Inclusion Policy and Strategy 2022-2030, UNICEF has committed to increase the number of employees with disabilities by 2030. At UNICEF, we provide reasonable accommodation for work-related support requirements of candidates and employees with disabilities. Also, UNICEF has launched a Global Accessibility Helpdesk to strengthen physical and digital accessibility. If you are an applicant with a disability who needs digital accessibility support in completing the online application, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF.

UNICEF does not hire candidates who are married to children (persons under 18). 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 based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. UNICEF is committed to promote 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, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable female candidates are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions 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 does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

visa residence requirements: i.e.: UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category.]

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.