The Position:
The Programme and Administrative Associate position is located in UNFPA Botswana Country Office (CO) and reports to the UNFPA Head of Office.
The Programme Administrative Associate is part of a team coordinated by the Head of Office, which provides integrated programme and technical support within a systems strengthening approach fundamental to UNFPA’s overall strategy. The Programme Associate also works in close collaboration with the Operations Manager and programme team to ensure timely support to COs on operational matters.
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 (2022-2025), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.
The transformational journey mapped out in the Strategic Plan leads to 2030 and the achievement of universal access to sexual and reproductive health and reproductive rights. Emerging trends inform the plan, new and expanded priorities add to longstanding commitments, and “how we work” is changing.
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:
This position is responsible for ensuring effective and efficient programme, finance and operations support (including procurement support and last mile assurance). Key to this role will be to support the planning and implementation for both programme and operations by providing and managing data inputs, providing logistical, financial and administrative support working in an integrated and collaborative manner with the Country Office’s programme and operations staff.
Responsibilities:
The Programme and Administrative Associate G7 will be responsible for:
- Programme Support
- Participating in the identification and formulation of the country programme and component projects by compiling and analyzing information in the subject areas of UNFPA assistance to the Government, preparing tables and statistical data, drafting project documents and work plans, managing project budgets in corporate systems.
- Evaluating project and programme activities, establishing and implementing mechanisms to systematically assess the achievement of results, conducting field visits, participating in review meetings and evaluation missions and preparing regular inputs to status and progress reports.
- Analyzing basic factors affecting the achievement of results, recommending corrective actions and following up on recommendations.
- In coordination with national counterparts and project personnel, supporting routine implementation of assigned projects, coordinating delivery of project inputs.
- Ensuring HACT compliant IP management (e.g. preparation of assurance plans, coordination of micro-assessments/spot checks/monitoring visits/audits).
- Monitoring programmatic and financial reports received from IPs and/or grantees and ensuring high quality and timely reporting (work plan progress reports, FACE forms, grant reports, etc.).
- Providing logistical support
- Ensure full compliance of administrative activities with UNFPA rules, regulations, policies and procedures.
- Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
- Act as the main focal point for Operations Support Services in support of the Head of Unit.
- Plan, schedule and coordinate travel and logistics for meetings, conferences and special events.
- Providing and managing data inputs, providing financial support, monitoring project implementation and following up on recommendations for coordinated programme and operations.
- Effective and efficient provision of administrative support services
- Presentation of quality information for planning of financial resources for administrative service.
- Coordination and supervision of protocol matters, staff registration, coordination with local authorities, on space and other administrative matters.
- Coordination of the provision of reliable and quality office supplies. Implementation of the control mechanism for administrative services, and maintenance of administrative control records.
- Follow up on security-related contractual arrangements and make recommendations in line with the UNDSS approved Security Risk Management (SRM) for Botswana and in close collaboration with other concerned units.
- Briefing to staff members on general administrative matters; provision of advice and administrative support.
- Knowledge building and sharing
- Review, research, verification, and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations
- Perform research assistance including bibliographic and database searches, summarize information and draft contributions to BCO reports, papers and publications.
- Identify sources and gather information for the preparation of documents, speeches, position papers.
- Assemble briefing materials and other knowledge products for the operations and programme team members.
- General Support
- Stand-in for other team members on selected functions as may be required.
- Carry out any other duties as may be required by UNFPA leadership.
Qualifications and Experience:
Education:
- Completion of secondary education / high school is required. A degree in Public Administration, Finance, Economics or another relevant subject is desirable.
Knowledge and Experience:
- 7 years of relevant experience in project/programme management, administration data support systems and in financial management in the private or public sector;
- Strong organizational skills;
- Demonstrated ability to work in a team environment;
- Good knowledge of Oracle/ or other ERP system
- Ability to use analytical tools and logic to gather, define information, situations, problems, and draw logical conclusions to the data; and
- Make timely and appropriate decisions, taking into consideration various and complex issues.
- Excellent proficiency in computer literacy and use of spreadsheets, word processing and computerized accounting systems.
Languages:
Fluency in oral and written English is required.
Required Competencies:
Values:
- Exemplifying integrity.
- Demonstrating commitment to UNFPA and the UN system.
- Embracing cultural diversity.
- Embracing change.
Core Competencies:
- Achieve 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.
Managerial Competencies:
- Providing strategic focus
- Engaging internal/ external partners and stakeholders
- Leading, developing and empowering people/ creating a culture of performance
- Making decisions and exercising judgment
Functional Skill Set:
- Advocacy/ Advancing a policy-oriented agenda
- Leveraging the resources of national governments and partners/ building strategic alliances and partnerships
- Delivering results-based programme
- Internal and external communication and advocacy for results mobilization.
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
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