Programme Assistant

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Description

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Within the wider Programmes team, the PSU is responsible for ensuring optimum use of programme funds in order to deliver effectively on all programmatic priorities through guiding the programming; providing advice to UNICEF programme staff and partners on programme and project budget processes; and providing overall support and advice to the management in line with UNICEF and donor requirements. The PSU also supports the Programme section on the management and monitoring of UNICEF’s implementing partnerships, in cooperation with the Planning and Monitoring Officer NO1, and oversees HACT and PSEA-related actions. Furthermore, the PSU is working on establishing the Knowledge Management Strategy of the Office and in coordination with the Deputy Representative; overseeing Emergency, Disaster Risk Reduction and Climate Change Adaptation activities, as well as leading Environmental Justice initiatives.

• Maintaining office calendar and arranging meetings. Taking minutes of meetings and keeping the correspondence of the team well organized.
• Facilitating translation of official and unofficial documents in the context of the respective Grant Programme
• 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 TOR’s 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 Mycase.
• Preparing and maintaining records, documents and control plans for the monitoring of project/programme implementation and financial expenditures.
• Maintaining office calendar and arranging meetings. Taking minutes of meetings and keeping the correspondence of the team well organized.
• Maintaining and updating a system which monitors the absence of staff.
• Preparing and maintaining records pertaining to programme planning and development for their respective section
• 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 section revisions when necessary.
• Supporting 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.

To qualify as an advocate for every child you will have…

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:

• At least 5 years of relevant work experience in Programme Management, Administrative and/or Executive Support.

Skills:

• Experience using MS Word, Excel, PowerPoint and other software such as SharePoint; knowledge of integrated management information systems. Organizational, planning and prioritizing. High sense of confidentiality, initiative and good judgment. Extensive analytical skills

Language Requirements:

• Fluency in English & Greek.

Source: https://jobs.unicef.org/cw/en-us/job/579861

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