Wednesday, August 31, 2016


NATIONAL POST:  Programme Assistant, Western Province, Mongu, Zambia Country Office, SB2
Job ID: 5538
Location: East and Southern Africa
Full/Part Time: Full-Time
Regular/Temporary: Regular
Background Information
Please note that this vacancy is open only to nationals of Zambia
DURATION: One year (renewable)*
* No expectancy of renewal in accordance with UN Staff Regulation 4.5
The Programme Assistant will contribute to the development and implementation of an effective country programme by providing administrative and logistical support, managing programme performance, monitoring programme implementation and following up on policy and programme recommendations.
Organizational Setting
Under the general supervision of the Deputy Representative, and the direct supervision of the Programme Coordinator in the Province, the Programme Assistant will contribute to programme, financial management, operational and procedural requirements of the embedded office. The Programme Assistant will also have support and functional working relationships with the Operations Manager at the Country Office.
Main Tasks & Responsibilities
  • Provides guidance to implementing partners on routine implementation of UNFPA supported programmes, and tracking effective use of financial resources. Act as FACE focal point for the embedded office, ensuring timely receipt of accurate FACE requests and reports and reviewing IP requests for advances and direct payments. In addition, monitors the status of the Operating Fund Accounts of Implementing Partners;
  • Assists in following up on performance indicators, targets and milestones, and preparation of progress reports at the provincial level. Contributes to monitoring the expenditure ceiling of the country programme and prepares analytical reports on current and past expenditure trends;
  • Provides logistical and administrative support to programme implementation within the province, ensuring that all supported activities, including ensuring all meetings and workshops are well organized and reports thereof duly drafted and submitted;
  • Contributes to advocacy and resource mobilization efforts of the UNFPA Embedded Office by: (a) compiling and synthesizing relevant background materials for use in discussions and public events relating the Country Programme (b) supporting the development of programme proposals, information kits, conference papers, speeches, donor profiles and  proposals for humanitarian appeals; (c) establishing and maintaining a network of donor and public information contacts within the province; (d) organizing logistics for meetings with donors, civil society organizations and government authorities;  (e) organizing public information events (i.e., to celebrate global and national commemoration days, such as World Population Day, Midwifery and Fistula Days, International Youth Day, World Aids Day,  State of World Population Report, etc.); and (f)  Establishes and maintains a network of media, donor and public information contacts;
  • Contributes to the creation, documentation and sharing of knowledge by synthesizing and documenting findings and lessons learned, success stories and best practices, strategies and approaches of the CO from the perspective of the embedded office;
  • Ensure effective implementation of the financial recording and reporting system, internal control and audit follow-up; and process financial transactions in an accurate and timely way; in particular, prepares and supports the conduct of audit of NEX projects and support implementation of audit recommendations at provincial level;
  • Supports the country office reporting mechanisms for internal country level and external corporate reporting in a timely and effective manner.
  • Act as Procurement Focal Point for the embedded office, ensuring timely implementation of the CO procurement plan;
  • Support participation of the embedded offices in learning afternoons and programme meetings, compiling reports and following up on actions to be taken
  • Perform any other duties as may be assigned by the management of the office.
Qualifications and Experience
  • Secondary education with a certificate in development studies -or equivalent professional qualification
Knowledge and Experience:
  • 4 years of relevant programme development and finance experience at the provincial level is required.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.
  • Experience with ERP financials, preferably PeopleSoft, is an added advantage;
  • Short-listed candidates may be required to successfully complete a UNFPA position related test.
Fluency in written and verbal English is required.  Knowledge of a second UN language is an advantage.
Required Competencies
  • Values/Guiding Principles;
  • Performance Management;
  • Developing People/Coaching and Mentoring & Fostering Innovation and    Empowerment;
  • Working in Teams;
  • Self-Management/Emotional Intelligence;
  • Communication;
  • Appropriate and Transparent Decision Making;
  • Analytical and Strategic Thinking and Results Orientation/Commitment to Excellence;
  • Knowledge Sharing/Continuous Learning
  • Logistical support
  • Managing data
  • Managing documents, correspondence and reports
  • Managing information and workflow
  • Planning, organizing and multi-tasking
  • Job knowledge
Closing Statement
UNFPA has established an electronic application management system. This allows applicants to create a candidate profile, which can be updated regularly and submitted for more than one vacancy.
Download the Step by Step Guide to Applying in the E-Recruit System of UNFPA at employment
Please print out the Guide for your reference during the registration and application process.
Notice: There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.
This is a project funded post.


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