The Position:
The Programme Assistant position is located in UNFPA Kosovo Kosovo Office. Under the overall supervision of Kosovo Director and direct supervision of HoO, the Programme Assistant assists in overall implementation of UNFPA Programme in Kosovo.
The Programme Assistant is a part of a team, which provides integrated programme and operational support within a systems strengthening approach fundamental to UNFPA’s overall strategy. The Programme Assistant works in close collaboration with the Administrative/Financial, Programme and Project staff to exchange information and ensure consistent service delivery.
Job Purpose:
The Programme Assistant provides programme, administrative and financial support to the programme and operations team in implementation of Kosovo programme.
The Programme Assistant works with and provides support to the members of the Kosovo Office team, both programme and operations. Contacts with staff and other personnel to promote achievement of common goals and shared objectives and demonstrate personal commitment to UNFPA’s mandate and organizational vision.
Both internal and external contacts include exchange of information on broader aspect of the work area, which may include providing clarification of non-routine matters involving some technical input.
Programme Assistant would be responsible for:
Provides significant input into arranging programme activities, including supporting programme officers in preparation of budget, arranging venues, materials, helping in preparation of the presentations.
Contributes to the preparation of programme and financial reports and follow up actions by collecting information, preparing tables, drafting selected sections of the report etc.
Assists in developing tools and mechanisms for effective and efficient implementation of programme and project budgets
Assist to Kosovo programme by providing information for controlling allotments, monitoring expenditures and preparing budget revisions.
In close collaboration with the operations team assists with programme related procurement of services/goods and ensures that procurement is in accordance with UNFPA Procurement Procedures: collects supporting documents; obtains price quotations and prepares comparative tables; obtains Receipt and Inspection Reports and acceptance reports from national counterparts.
Compiles relevant background materials and prepares briefs and summaries as requested.
Maintains database of public information contacts and potential donors.
Arranges programme meetings, including organizing the venue, preparing draft minutes of programme meetings, communicating draft minutes to the participants and receiving feedback. Ensures quality and completeness of filing of programme documents.
Assists in the archiving, filing, and maintenance of up to date electronic mailing lists on programme and technical matters.
Undertakes all logistical, administrative and financial arrangements required for the successful planning and delivery of technical workshops, inter-agency meetings, panel discussions, roundtables, missions, and other events organized by the output managers in close collaboration with the operations team. This may include liaising with event management companies and caterers supporting the procurement process for these and related services.
Provides support to programme events by gathering and compiling data and information for the preparation of events documents. This includes (but is not necessarily limited to) preparing and distributing COA authorization letters; collecting and following up on nominations and registration; preparing list of participants; managing programme related travel and visa requirements, circulating events materials.
Performs assigned tasks within QUANTUMPLUS for UNFPA program/project management and assists in the implementation of HACT assurance activities (spot check, audit, micro-assessment, etc.)
Creating PO-s in QUANTUM, acting as asset focal point and performing other tasks outlined with UNFPA procurement role in QUANTUM.
Other duties as may required
Find out more information and apply via the LINK.
