Service Contract

Programme Assistant

9 January 2019

Prishtinë/Priština, Kosovo, UNSCR 1244 (1999)

Background

The Position:

The Programme Assistant position is located in UNFPA Kosovo Country Office. Under the overall supervision of Country Director, direct supervision of Assistant Representative and guidance of SRH/Youth Progamme Analyst, the Programme Assistant assists in 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 country programme.

The Programme Assistant works with and provides support to the members of the Kosovo Country 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.

 

Duties and Responsibilities

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 CO programme by providing information for controlling allotments, monitoring expenditures and preparing budget revisions. 
  • 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; makes logistical arrangements for the delivery, including customs clearance and distribution; obtains Receipt and Inspection Reports and acceptance reports from national counterparts.
  • Compiles relevant background materials and prepares briefs and summaries if 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 logistical support to programme events by gathering and compiling data and information for the preparation of events documents, speeches and position papers.  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 Global Programming System for UNFPA project management and assists in the implementation of HACT assurance activities (spot check, audit, micro-assessment, etc.)
  • Creating PO-s in ATLAS and other tasks outlined with buyer profile.

 

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
  • Communicating for impact

Functional Competencies:

  • Providing logistical support
  • Managing data
  • Managing documents, correspondence and reports
  • Managing information and work flow
  • Planning, organizing and multitasking

 

Required Skills and Experience

Education:  

  • Completed secondary level education required. First level university degree desirable.

Knowledge and Experience: 

  • 5 years of previous relevant experience in administration or project/programme management;
  • Previous experience in the UN or other international organization is an asset;
  • Strong interpersonal and organizational skills;
  • Computer literacy - Word, Excel, Power-point, etc.
  • Knowledge of Atlas/PeopleSoft or other ERP system is an asset;
  • Good writing and communication skills.

Languages: 

  • Fluency in English and Albanian is required; knowledge of Serbian language, is desirable.

Application Instructions:

  • Click on the "Apply now" button in the following link;
  • Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. You can type in, or paste your short Resume into the last box;
  • Upon completion of the first page, please hit "submit application" tab at the end of the page. On the next page, you will be asked to upload your Resume. Instead of uploading your Resume, please submit a fully completed and signed UNDP Personal History Form (P-11);
  • System will only allow one attachment. All docs (P11, academic qualifications/diploma) should be included as one attachment;
  • Without the completed and signed P11, your application may not be considered. The UNDP Personal History Form can be downloaded at this link: http://www.ks.undp.org/content/kosovo/en/home/operations/jobs/