Job Identification : 13362
Locations : Bangkok, Thailand
Posting Date : 08/30/2023, 06:15 AM
Apply Before : 09/20/2023, 04:59 PM
Job Schedule : Full time
Grade : G5
Vacancy Type : Fixed Term
Contract Duration : 1 Year with Possibility for extension
Education and Work Experience : High School certificate – 5 year(s) experience
Required Languages : Thai and English
Vacancy Timeline : 3 Weeks
Job Category : Administration/Operations/Support
Job Description
The Position:
The Programme Assistant is part of a team, led by the Deputy Regional Director, which provides integrated programme and technical support within a systems strengthening approach fundamental to UNFPA’s overall strategy. The Programme Assistant also works in close collaboration with the International Operations Manager (IOM) and his/her team to ensure timely support to the Regional Office and COs on operational matters.
You will report directly to the Programme Associate.
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 new strategic plan (2018-2021, and 2022-2025), focus on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.
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 provides programme, administrative and financial support to the programme and technical team, and to support the management of the regional programme. The Assistant also provides some data and research assistance.
You would be responsible for:
A. Contributing to the preparation, implementation, and monitoring process of the regional programme
- Assist in the preparation and monitoring process of the regional programme
- Assist in maintaining and updating country, partner and project files; including project progress reports, work plans and budgets in compliance with guidelines for the regional programme
- Prepare the first draft of responses to inquiries received by the programme team for action by supervising officers.
- Organize, compile, and process information from donors, Headquarters, regional office, and the country office as inputs to various databases and documents.
B. Research and Knowledge Management Sharing Support
- Assist in the archiving, filing, and maintenance of up to date electronic mailing lists on programme matters.
- Contribute to the uploading and maintenance of selected information to the UNFPA intranet.
- Record and distribute minutes in a timely manner and assist the meeting coordinator by following up on agreed actions and implementation of tasks (where appropriate).
C. Programme Financial and Operational Support
- Undertake administrative arrangements required for the organization of workshops, inter-agency meetings, panel discussions, roundtables, missions, and other events organized by the programme team, including organizing team meetings, preparing minutes, coordinating conference room bookings and ensuring room preparedness for meetings.
- Review incoming correspondence, collect, and prepare necessary information for reply/action, and draft and finalize response.
- Prepare Travel Authorizations for programme and technical teams travel.
- Support procurement activities in regard with the events for the Regional Office, ensuring compliance with UNFPA procurement procedures.
- Raise Requisitions in the ERP system with input from designated clients
- Utilize the ERP system to produce monthly reports on the financial status of programmes and projects.
- Correctly apply UNFPA rules, regulations, and procedures in all activities.
- Support programme partners with the Itemized Cost Estimates (ICE) for activities, applying rules and regulations of financial management
- Carry out any other duties as may be required by UNFPA leadership, including acting as a back-up on selected functions for the other Programme Assistant and/or Programme Associate during his/her absence.
Qualifications and Experience:
Education:
- Completion of secondary school is required.
- A Bachelor’s Degree in political sciences, business administration, international relations or other related fields is desirable.
Knowledge and Experience:
- minimum Five (5) years of relevant experience in administration or programme/project management.
- Some experience on research assistance is an asset.
- Previous experience in the UN is desirable;
- Strong interpersonal and organizational skills;
- Computer literacy – Word, Excel, Power-point, etc.;
- Good knowledge of ERP systems;
- Good writing and communication skills.
- Demonstrated ability to work in a team environment.
Languages:
Fluency in Thai and English
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:
- Delivering result based programme
- Logistical support
- Managing data, document and correspondence
- Planning, organizing and multi-tasking
- Managing financial processes
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
Disclaimer:
UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm
In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.
