Generic Vacancy Announcement - Program Assistant, GS5 (Open to Malaysian Only), Kuala Lumpur/Malaysia - 2 positions

Mid Senior Programme & Policy

Overview

Support program implementation with administrative and logistical tasks.

You have:

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the work of the organization.
• A minimum of five years of progressively responsible administrative or clerical work experience is required.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

Purpose for the job:

Under the close supervision and guidance of the supervisor, the programme assistant supports the respective section (s) by carrying out a range of procedural, administrative, and operational tasks, to help develop, implement and monitor their country programme, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.

Summary of key functions/accountabilities:

- Facilitating the processing of contracts for consultants, vendors and external partners that support the office in programme delivery. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements. Keeps vendor lists, partners, and consultant rosters up-to-date.

- Collecting invoices and filing documents for approval and thereafter processing in VISION and Service Gateway.

- Preparing and maintaining records, documents and control plans for the monitoring of project/programme implementation and financial expenditures.

- Supporting the management of administrative supplies and office equipment.

- Maintaining office calendar and arranging meetings. Taking minutes of meetings and keeping the correspondence of the team well organized.

- Providing travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaising with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.

- Maintaining and updating a system which monitors the absence of staff.

- Preparing and maintaining records pertaining to programme planning and development for his/her respective section.

- Carrying out transactions in VISION ensuring programme results, activities and programme coding are as per annual work plans (AWPs), and makes amendments and alterations as per section revisions when necessary.

- Supporting capacity development activities, meetings and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts; arranging times through liaising with participants over availability; liaising with budget focal points and section over costs and needs; and preparing background materials for participants.

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability (CRITA) underpin everything we do and how we do it. Get acquainted with Our Values Charter: https://uni.cf/UNICEFValues

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

Skills

• Thorough knowledge of UNICEF administrative policies and procedures.
• Strong organizational, planning and prioritizing skills and abilities.
• High sense of confidentiality, initiative and good judgment.
• Ability to work effectively with people of different national and cultural backgrounds.
• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint
• Strong office management skills.

Recruitment Qualifications

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the work of the organization.
• A minimum of five years of progressively responsible administrative or clerical work experience is required.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Apply now

Potential interview questions

Added 4 years ago - Updated 1 year ago - Source: unicef.org