Programme Administrative Associate

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the lead UN agency focused on sexual and reproductive health and rights. Established in 1969, UNFPA operates in over 150 countries, working to ensure that every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled. The organization is committed to achieving three transformative results: ending preventable maternal deaths, ending unmet need for family planning, and ending gender-based violence and harmful practices. UNFPA's strategic plan for 2022-2025 emphasizes the importance of addressing the impacts of the Covid-19 pandemic on women's and girls' access to health services and reproductive rights, while also striving to recover lost gains and achieve its goals. UNFPA values principled and ethical staff who embody international norms and standards, and who are committed to delivering excellence in program results.

Job Overview:
The Programme Administrative Associate plays a crucial role in supporting the effective implementation of UNFPA program activities within the Country Office. This position involves performing a variety of standard administrative, financial, and procurement tasks to ensure smooth program operations. The associate is expected to possess a strong understanding of UNFPA's administrative and operational rules, guidelines, and procedures, and to apply them in a client-oriented and results-focused manner. The role requires providing advisory support to program and project staff to enhance administrative processes that facilitate program and project delivery. The associate will be responsible for day-to-day administrative and logistical support, tracking program implementation activities, maintaining financial records, and liaising with implementing partners to meet their administrative needs.

Duties and Responsibilities:
The duties and responsibilities of the Programme Administrative Associate include providing day-to-day administrative and logistical support to program teams, which encompasses travel arrangements, event coordination, and procurement requests. The associate will assist in tracking program implementation activities, ensuring timely follow-up on deliverables, reports, and field missions. Responsibilities also include supporting the preparation of requisitions, following up on payments, maintaining financial records, and assisting with HR-related actions such as contract extensions and onboarding support. The associate will maintain organized files for program activities, partner agreements, and project documents, ensuring compliance with audit requirements. Additionally, the associate will liaise with implementing partners for administrative needs, assist in collecting and consolidating data for program reports, support asset tracking, and act as a point of contact between program staff and Operations (Finance, HR, Procurement). Other responsibilities include examining and processing payroll entitlements, supporting hiring and onboarding of consultants, reviewing charges for common services, developing tools for monitoring program budgets, facilitating payroll-related tasks, conducting spot checks and field monitoring visits, preparing training materials, and supervising administrative staff as required.

Required Qualifications:
The position requires completed Secondary Level Education as a minimum, with a first-level university degree in public administration, business, social sciences, or a related field being desirable. Candidates should have six years of relevant experience in administration, finance, or office management. Proficiency in current office software applications and web-based management and ERP financial systems is essential. A detailed understanding of clerical, administrative, and secretarial best practices within a multicultural corporate environment is required. Strong interpersonal and organizational skills, computer literacy in Word, Excel, and PowerPoint, and good writing and communication skills are also necessary. Previous experience in the UN system is considered an asset, along with the demonstrated ability to work effectively in a team environment.

Educational Background:
Candidates must have completed Secondary Level Education, with a first-level university degree in public administration, business, social sciences, or a related field being highly desirable. This educational background is essential for understanding the administrative and operational frameworks within which UNFPA operates, as well as for effectively managing the various tasks associated with the Programme Administrative Associate role.

Experience:
The position requires a minimum of six years of relevant experience in administration, finance, or office management. This experience should include a strong familiarity with administrative processes, financial management, and office operations, particularly within a multicultural environment. Candidates should demonstrate a proven track record of managing administrative tasks efficiently and effectively, as well as experience in liaising with various stakeholders to facilitate program delivery.

Languages:
Fluency in English is mandatory for this position. Knowledge of other official UN languages is considered an advantage, as it enhances communication with diverse stakeholders and partners within the UN system and beyond.

Additional Notes:
This position offers an attractive remuneration package that includes a competitive net salary, health insurance, and other applicable benefits. UNFPA promotes a work environment that reflects values of gender equality, diversity, integrity, and a healthy work-life balance. The organization is committed to ensuring gender parity and encourages women, individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups to apply. The selection and appointment process may be subject to background and reference checks, medical clearance, visa issuance, and other administrative requirements. UNFPA does not charge any fees in connection with the application or recruitment process.