Under the general guidance of the Chief of Social Policy, the Programme Assistant will be responsible in supporting the respective section by carrying out a range of procedural, administrative, and operational tasks, to help develop, implement and monitor their country programme, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.
Under the general guidance of the Chief of Social Policy, the post shall undertake the following:
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, EZHACT and Gateway Services.
Preparing and maintaining records, documents and control plans for the monitoring of project/programme implementation and financial expenditures using the Philippine Country Office SHAREPOINT Site.
Maintaining social policy calendar and arranging meetings. Taking minutes of meetings and keeping the correspondence of the team well organized.
Providing travel assistance to staff members in section 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 his/her 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.
Work Experience:
A minimum of five (5) years of progressively responsible administrative or clerical work experience is required.
Skills:
Strong organizational, planning and prioritizing skills and abilities.
Budget monitoring
High sense of confidentiality, initiative and good judgment.
Ability to work effectively with people of different national and cultural backgrounds.
Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint
Strong office management skills.
Preference on thorough knowledge of UNICEF administrative policies and procedures.
Language Requirements:
Fluency in English is required. Knowledge of another official UN language or local language of the duty station is considered as an asset.
