Program Assistant

Volunteering Admin Finance & Economy

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

The UN Volunteer will support Programme Officers to deliver the 8th Country programme which endeavours to support upstream interventions focusing on policy dialogue, advocacy, evidence generation and capacity development while ensuring that no one is left behind. This will be done by supporting the programme to use its comparative advantage to support data collection and analysis to identify the most vulnerable populations and prioritise these in advocacy interventions. UNFPA supports evidence generation and the effective delivery of integrated sexual and reproductive health services, including in humanitarian situations. The programme also ensures young people are equipped with knowledge and skills to make informed decisions on reproductive health and rights and fully participate in development and humanitarian actions. All these will be achieved through a mix of strategies and interventions supported by the Programme Assistant.

Under the direct supervision of the Deputy Representative, the UN Volunteer will undertake the following tasks:

Secretarial Tasks:

● Organise and ensure effective management of programme secretariat - online and offline. ● Contribute to the drafting, dispatching and transmission of the incoming and outgoing mails. ● File and maintain correspondences (letters, fax, e-mail…), reports and all documents related to programme implementation online and offline. ● Implement the existing online and offline filling system adopted by the office and ensure that every programme document is retrieved easily.
● Provide overall and regular administrative and secretarial support to the Deputy Representative and the programme staff as required. ● Support the Deputy Representative in following up on key tasks within the office and among stakeholders. ● Facilitate the organisation of meetings and workshops related to the programme coordination and management.

Administrative Tasks

● Prepare the programme meetings and draft minutes of the meetings. ● Follow up with the Programme Officers on key actions from the meeting. ● Ensure the availability of the filling index of the programme documents (project documents, LoUs, MoUs, AWP and others) ● Ensure the availability of an updated list of addresses of different partners involved in the Country Programme implementation. ● Ensure that logistical issues are sorted out for the workshops (booking the venue, budget preparation, equipment and stationery to be used)

Financial Tasks

● Follow up of the transmission of the FACE and quarterly activity plans.
● Follow up with the programme officers to ensure that Implementing Partner’s (IP) requests are responded to. ● Ensure proper financial online and offline filling (FACE/technical notes, quarterly activities) ● Support AWPs reviews and related reports. ● Support budgeting and budget reviews in collaboration with the operations team. ● Budget: finalise budget sheet, inputs AWP, and Payment Authorization forms. ● Follow up with finance the disbursement of funds requested by Ips and general implementation status. ● Submit weekly project monitoring reports to the Deputy Representative.

Other tasks ● Support research efforts when required.

Results/Expected Outputs:

● Administrative support to the programme team on day-to-day basis ● Proper documentation of programme related documents and correspondences. ● Timely dispatching of mail within the programme team and to partners
● Support provided to the programme team in organising meetings, missions and key events. ● Close liaison with Operations Team for the successful delivery of results

☒ Accountability ☒ Client Orientation ☒ Communication ☒ Ethics and Values ☒ Integrity ☒ Knowledge Sharing ☒ Planning and Organizing ☒ Professionalism ☒ Respect for Diversity ☒ Working in Teams

• Office management
• Be a dynamic, multi-functional person, and possess the following skills:
• Ability to work under pressure with minimal supervision.
• Knowledge and experience of working with local partner agencies with a capacity to provide formal and informal training.
• Proven ability to deal with multiple tasks in a courteous and service-oriented manner in a demanding working condition.
• Ability towards analytical and creative thinking for rapid solutions.
• Flexible and adaptable
• Knowledge of Microsoft applications word, Publishers, PPT, excel and PowerPoint desirable.
• Proficiency in the latest office software applications.
• IT ability to familiarize with web-based integrated systems.
• Ability to use internet

Kigali, the capital of Rwanda, has experienced remarkable rejuvenation and stability, evident upon arrival in the city. While motorcycle taxis are the fastest mode of transport, they're not recommended without your own helmet, though some provide helmets. Standard taxis, marked with yellow stripes, are another option, with many operated by Kigali Taxi Service or Kigali Airport Taxis. Public transportation is affordable and efficient, with new and well-maintained buses available, and prepaid cards can be purchased at bus stations. Rental cars are also available due to significant investment in infrastructure, leading to minimal congestion. Accommodations in Kigali are readily available and meet relevant standards, with recreational facilities like swimming pools also accessible. Shopping options include various shops and markets offering essential items, imported goods, home furnishings, electrical appliances, and vehicle spare parts. The city boasts both public and private health facilities, such as King Faisal Hospital and Legacy Clinic, equipped to handle emergencies and affiliated with CIGNA insurance. Kigali is considered exceptionally safe, with emergency numbers like 999 for police, 111 for fire fighters, and 112 for general emergencies, and 113 for traffic accidents.

UN volunteers receive a monthly living allowance to cover basic needs like housing, utilities, transportation, and communication. The purpose of the allowances and entitlements paid to UN Volunteers is to enable UN Volunteers to sustain a secure standard of living at the duty stations in line with United Nations standards without incurring personal costs. The allowances are in no way to be understood as compensation, reward, or salary in exchange for the UN Volunteer’s service.

UNFPA offers reasonable accommodation for UN Volunteers with disabilities. This may include, for example, accessible software, travel assistance for missions or personal attendants. It is encouraged to disclose one’s disability during job application for reasonable accommodation during the recruitment process and afterwards during the assignment.

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Added 7 days ago - Updated 18 minutes ago - Source: unv.org