Job Title: Programme Assistant
Organization: United Nations Population Fund (UNFPA)
Duty Station: Kampala, Uganda
Reports to: Programme Coordinator Gender and Youth
About UNFPA:
UNFPA, the United Nations Population Fund, is the lead UN agency for delivering a world where every pregnancy is wanted, every birth is safe, and every young person’s potential is fulfilled. UNFPA expands the possibilities for women and young people to lead healthy and productive lives. Since UNFPA started working in 1969, the number – and rate – of women dying from complications of pregnancy or childbirth has been halved. Families are smaller and healthier. Young people are more connected and empowered than ever before.
Job Summary: The Programme Assistant position is located in the Country Office of UNFPA in Kampala and reports to Programme Coordinator Gender and Youth in the Gender Equality and Youth Development (GEYD) unit of the Country Office (CO)
The Programme Assistant is part of the GEYD Unit, which delivers on the mainstreaming of Gender and Youth Development issues across UNFPA Uganda programmes and supports the government and other stakeholders to achieve these through policy and programmatic interventions. The position provides administrative, programmatic and logistical support to the unit in ensuring the success of its activities
The Programme Assistant works in close collaboration with the Administrative/Finance Associates in the operations unit, and other Programme and Project staff to exchange information and ensure consistent service delivery of Administrative, Operational and Logistical Support to the Gender and Youth leads the Gender Equality and Youth Development (GEYD) unit. The Programme Assistant provides programme, administrative and logistical support to the GEYD unit, including data and research assistance to support the overall work of the GEYD team in the country. The Programme Assistant also works in close collaboration with the Administrative and Finance Associates to ensure effective support to the GEYD unit
Key Duties and Responsibilities:
Supporting GEYD Unit in the CO
- Provides significant support in arranging activities towards the mainstreaming of Gender and Youth Development issues across UNFPA Uganda programmes and related support services to partners.
- Contributes to the preparation of programme and financial reports by collecting information, preparing tables, drafting selected sections of the report etc.
- Compiles relevant background materials and prepares briefs and summaries if requested.
- Maintain and update partner and project files; including project progress reports, work plans and budgets in compliance with guidelines for the GEYD projects and programme documents.
- Assemble briefing materials and prepare power-point and other presentations for the GEYD Team
- Prepare draft responses to inquiries received by the GEYD programme team for action by supervising officers.
- Organize, compile and process information from donors, regional office, and the country office as inputs to various databases and documents.
- Provides logistical support to programmes 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 Chart of Account (COA) authorization letters; collecting and following up on nominations and registration; preparing list of participants; managing programmes related travel and visa requirements; circulating events materials.
- Assist the GEYD team in providing support and advice to the CO on operational and programme matters.
Research and Knowledge Management Sharing Support
- Perform research assistance duties including bibliographic and database searches; summarize information and draft contributions to CO reports, papers, technical notes, and publications.
- Identify sources, and gather and compile data and information for the preparation of the documents, guidelines, speeches and position papers.
- Draft and review reports of various events, conferences, meetings, etc. organized by the GEYD unit
- Assist in the archiving, filing, and maintenance of up-to-date electronic mailing lists on GEYD programme matters.
- Actively contribute to the uploading and maintenance of selected information to the UNFPA intranet and related platforms.
- Record and distribute minutes in a timely manner and assist the meeting coordinator by following up on agreed actions and implementation of tasks where appropriate.
Programme Operational Support
- Undertake administrative arrangements required for the organization of workshops, inter-agency meetings, panel discussions, roundtables, missions, and other events organized by the GEYD team; including organizing team meetings, preparing minutes, coordinating conference room bookings and ensuring room preparedness for meetings.
- Review incoming correspondence, collect and prepare necessary information for reply/action, and draft and finalize response.
- Support procurement activities in regard with the events for the GEYD team, ensuring compliance with UNFPA procurement procedures.
- Raise requisitions with input from designated clients (buyer profile).
- Produce monthly reports on the financial status of GEYD related programmes or projects.
- Correctly apply UNFPA rules, regulations and procedures in all activities.
General Support
- Stand-in for other Programme team members on selected functions as may be required.
- Carry out any other duties as may be required by UNFPA leadership.
Qualifications, Skills and Experience:
- The applicant for the United Nations Population Fund (UNFPA) Programme Assistant job should have completed Secondary Level Education/ High School Education Required
- First level university degree in gender or youth development related field, project/programme management, public health, or relevant social science discipline desirable.
- At least five years of relevant experience in Gender and Youth or related fields is desirable
- Experience in Gender and Youth project/programme management in private, CBO/NGO, national and/or international organizations
- Previous experience in the UN system is an advantage;
- Strong interpersonal and organizational skills;
- Computer literacy – Word, Excel, Power-point, etc.;
- Good knowledge of ERP systems;
- Good writing and communication skills.
- Demonstrated ability to work in a team environment
- Languages: Fluency in oral and written English. Working knowledge of another UN Official Language, an asset.
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.
Functional Skill Set:
- Projects Management and Support
- Understanding of Gender and Youth Issues
- Managing documents, correspondence and reports
- Managing information and workflow
- Planning, organizing and multi-tasking
- Managing operational processes
Job knowledge / technical expertise
- Proficiency in current office software applications; good basic knowledge of Project Management dashboard and software.
Compensation and Benefits: This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
How to Apply:
All interested applicants who wish to join the United Nations Population Fund (UNFPA) in the aforementioned capacity are encouraged to click on the link below and follow the application instructions after reviewing the job details.
Deadline: 1st September 2022
For more of the latest jobs, please visit https://uganda.careerspot.xyz or find us on our facebook page https://uganda.careerspot.xyz