Program Management Assistant
Application deadline 1 year ago: Tuesday 16 Aug 2022 at 00:00 UTCOpen application form
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 African Institute for Economic Development is structured in three Divisions including: (i) training and research; (ii) knowledge management and e-learning; (iii) administration and finance. Since the pandemic, all the in-situ trainings have been converted into digital learning with an increase requests from members states and a need for efficient, continuous communication and follow-up.
In addition to the above with the signature of the new program on effective African Continental Free Trade Agreement (AfCFTA)” with the government of Italy an additional Program Assistant to serve the knowledge management and e-learning Division become prominent.
Against the above the African Institute for Economic Development and Planning (IDEP) is looking for a Programme Management Assistant.
Under the general guidance and the direct supervision of the Head of the Knowledge Management and e-Learning Division, the Secretary/Program Assistant performs all secretarial duties and provides support to all Institute activities related to e-Learning, and knowledge management.
The Secretary/Program Assistant should perform the following duties:
Mails and Record Management
• Manage incoming and outgoing mail related to the Knowledge Management and e-Learning Division's activities; • Assist in the preparation of letters, notes and other documents to be sent out related to e-learning and knowledge management activities such as Terms of Reference (TOR), calls for proposals and technical assistance, in French and English; • Prepare invitation letters for Dakar-based embassy representatives and national authorities; • Assist in the registration and filing of academic records for online retrieval, including transcripts and certificates; • Manage and update the e-Learning and Knowledge Management Division's physical filing system and electronic records archive; • Manage and update the electronic process platform; • Manage the electronic archiving of the Division's documents
Course Preparation and Administration
• Assist in the dissemination of calls for applications/proposals and follow up on applications for the various training programs; • Participate in the processing of applications received, verify their compliance with the admission requirements and prepare the list of candidates for review by the Focal Points and the Selection Committee; • Provide administrative support to the selection committee, send notifications to successful candidates and follow up on confirmation of their participation; • Prepare lists of candidates to be submitted to the Selection Committee for review; • Provide administrative support for the preparation and preparation of publications, communication materials such as flyers, brochures or newsletters submitted by the Division.
Preparation and processing of reports, memoranda, memos and other documents for logistics and payments
• Prepare weekly schedule of Division activities; • Prepare weekly divisional meetings and ensure reporting; • Prepare internal memorandum of information or request to other division or management and follow up; • Draft internal memoranda for the selection of consultants, course directors and/or tutors depending on the activity; • Assist in the preparation of resource person/course director (CD) approval notes, terms of reference (TOR) and invitation letters to CDs and resource persons; • Assist in the preparation of notes and processing of CD reports for payment to resource persons/course directors; • Assist in the evaluation and payment of translation and interpretation services; • Monitor and prepare regular payment memorandums and evaluation sheets related to consultant payments;
• Handle any other secretariat/program assignment assigned by the Head of Division • Provide administrative, technical backstopping for the successful implementation of the activities of the ECA-Government of Italy program on “Towards an effective African Continental Free Trade Agreement (AfCFTA)”
• As an active IDEP team member, efficient, timely, responsive, client-friendly and high-quality support rendered to the African Institute for Economic Development and Planning (IDEP) and its beneficiaries in the accomplishment of her/his functions, including:
• Mails and Record Management efficiently handled • Successful courses preparation and Administration implemented • Reports, memoranda, memos and other documents for logistics and payments timely produced • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed
• Professionalism: demonstrated understanding of operations relevant to IDEP; technical capabilities or knowledge relevant or transferrable to IDEP procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; • Integrity: demonstrate the values and ethical standards of the UN and IDEP in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority; • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities; • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary; • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards IDEP’s mission and vision, as well as to the UN Core Values.
administration or project/programme management; Experience in providing administrative assistance in an international organization or the UN is an asset. Experience in working in a computer environment using multiple office software packages is an advantage. Experience with ERP based applications (such as SAP/Umoja) is an asset
The assignment will take place in the nation’s capital, Dakar, a family duty station (Hardship classification. Dakar is a liveable city. The spontaneous reception and hospitality of the Senegalese are among the characteristic features of this West African country. The living conditions in Dakar are good, as well as the access to health services. The yellow fever vaccine is compulsory, and vaccination cards should be presented at the entrance. Vaccinations against Meningococcal Meningitis and Hepatitis A and B are also recommended. The basic drugs are available in pharmacies, but it is recommended to bring specific prescription drugs.
According to ANSD/RGPHAE 2020 official estimates, the Dakar metropolitan area population reaches over 3,9 million people. The total population of Senegal is 16 705 608 inhabitants (ANSD 2020). Senegal is located on UTC/ GMT. Senegal has a warm climate and sunny days throughout the year that make it a comfortable duty station. Daytime temperatures are, on average, around 30°C. The rainy season is in the northern hemisphere’s summer/fall. The currency used in Senegal is called Franc CFA (XOF). On 15th July 2022, the average exchange rate is 1 USD = 653,409XOF. Many hotels, restaurants and businesses in Senegal accept the leading international credit cards (Visa, MasterCard, American Express, etc.). It is also possible to withdraw cash from automatic telling machines found in all the major cities. The accommodation facilities are in general good, and the choice is vast. It is possible to rent unfurnished and furnished accommodations from 450 to 2000 USD. UN Volunteers can also co-rent and share private concessions, which must comply with Minimum Operating Residential Security Standards (MORSS). Local taxis can easily arrange Transportation in town. A valid passport is required to enter Senegal and a negative COVID-19 test. ECOWAS (Economic Community of West African States) nationals are not required an entry visa. Citizens of other countries may be required an entry visa or long-stay visa. They should contact the closest Senegalese representation. Senegalese Embassies and consulates in various West African countries and other parts of the world issue visas before travel.