Programme Assistant

Programme & Policy

Overview

Provide administrative assistance and support in programme activities.

You have:

• Bachelor’s degree in Social Sciences and/or Field Operations, including Management; Project Management; International Relations; Law; Communications; any other related field is required.
• Demonstrated experience in programme management, Operation Management Cycle and related processes is required.
• Computer skills (in MS office) including advanced Excel skills (pivot tables, data management, etc.) are required.
• Knowledge of English (B2) and Spanish is essential.
• Knowledge of another UN language is an asset.

Hardship Level (not applicable for home-based)

CFamily Type (not applicable for home-based)

FamilyStaff Member / Affiliate Type

UNOPS LICA4Target Start Date

2025-01-01Deadline for Applications

November 15, 2024Terms of Reference

1. General Background The UNHCR Representation in Venezuela is comprised of the Country Office in Caracas, three Field Offices located on the border with Colombia (Guasdualito, San Cristobal and Maracaibo), as well as four Field Units one in Caracas, the capital district; one in Puerto Ayacucho (Amazonas) in the border with Colombia; Carupano (Sucre) in the border with Trinidad and Tobago and Guyana; and Santa Elena de Uairen in the border with Brazil.

The operational context in Venezuela remains challenging, affecting both refugees and asylum seekers and the Venezuelan population in humanitarian crisis, including displaced persons, returnees, and people on-the-move. Since the first quarter of 2022, an increase in returns and a high need for protection has been observed.

The Programme Assistant receives guidance from more senior programme staff and may receive indirect guidance from other sections and units relevant to the country programme(s). UNHCR Manual, programme objectives, Operations Plans, UN and UNHCR financial/budgetary rules and regulations will guide the work of the Programme Assistant.

The incumbent is expected to have contacts within the organization and outside the duty station, as well as with partners and other stakeholders to collect information, monitor programme activities and implement administrative requirements. S/he is expected to work in line with the multi-functional team (MFT) approach as defined within the Program Manual, ensuring the participation of relevant stakeholders in all phases of the Program Management Cycle.

2. Purpose and Scope of Assignment

• Provide administrative assistance and support in routine services and activities within Programme.
• Assist in organizing and documenting the selection of partners in accordance with the policy on selection and retention of partners, ensuring due diligence to meet the requirements of projects.
• Provide support to ensure partnership agreements are established in a timely manner, regularly monitored and reported on in compliance with established guidelines and procedures included in the framework for implementing with partners.
• Guided by the MFT approach, contribute to monitoring activities implemented through partnerships and those under direct implementation in line with Programme Manual and programming instructions.
• Assist in ensuring compliance with issuance of audit certificates for partners in line with the Policy on Risk-Based Project Audits
• Use UNHCR’s corporate tools (e.g. Focus Client, Global Focus Insight and FOCUS Reader, MSRP) for core activities related to planning, budgeting, implementation and reporting, generating data for evidence-based programmatic decisions and analysis.
• Actively contribute to UNHCR’s programming of community of practice and to the improvement of programming tools and processes.

3. Monitoring and Progress Controls

Key programme deliverables:

• Completed review and analysis of plans, mid-year and year-end reports of UNHCR office, quality assurance and compliance with established policies, guidelines, procedures and standards is ensured. • Activities implemented directly by UNHCR are established in a timely manner, regularly monitoring and reporting on in line with UNHCR’s programming polices and guidelines. • Programming tools and processes are improved in the operation. • Plans, processes and reporting is entered into UNHCR tools on time.

4. Qualifications and Experience

Essential Demonstrated experience in programme management, Operation Management Cycle and related processes. Computer skills (in MS office) including advanced Excel skills (pivot tables, data management, etc)

Desirable Training relevant to function of the position including Programme Management – Level 1. E-tutoring of PM1, Framework for Implementing with Partners Learning Programme. Experience in programme management training and capacity building activities.

Language Requirements Knowledge of English (B2) required and Spanish is essential. Knowledge of another UN language is an asset.

a. Education (Level and area of required and/or preferred education)

Bachelor’s degree in any area related to Social Sciences and/or Field Operations, including Management; Project Management; International Relations; Law; Communications; any other related field.

b. Work Experience

c. Key Competencies (Technical knowledge, skills, managerial competencies or other personal competencies relevant to the performance of the assignment. Clearly distinguish between required and desired competencies)

Core Competencies Accountability Communication Organizational Awareness Teamwork & Collaboration Commitment to Continuous Learning Client & Result Orientation

Managerial Competencies Not applicable.

Cross-Functional Competencies Analytical Thinking Planning and Organizing

Stakeholder ManagementStandard Job Description

Programme Assistant

Organizational Setting and Work Relationships The Programme Assistant receives guidance from more senior programme staff and may receive indirect guidance from other sections and units relevant to the country programme(s). UNHCR Manual, programme objectives, Operations Plans, UN and UNHCR financial/budgetary rules and regulations will guide the work of the Programme Assistant.

The incumbent is expected to have contacts within the organization and outside the duty station, as well as with partners and other stakeholders to collect information, monitor programme activities and implement administrative requirements. S/he is expected to work in line with the multi-functional team (MFT) approach as defined within the Program Manual, ensuring the participation of relevant stakeholders in all phases of the Program Management Cycle.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.

Duties - Provide administrative assistance and support in routine services and activities within Programme. - Assist in organizing and documenting the selection of partners in accordance with the policy on selection and retention of partners, ensuring due diligence to meet the requirements of projects. - Provide support to ensure partnership agreements are established in a timely manner, regularly monitored and reported on in compliance with established guidelines and procedures included in the framework for implementing with partners. - Guided by the MFT approach, contribute to monitoring activities implemented through partnerships and those under direct implementation in line with Programme Manual and programming instructions. - Assist in ensuring compliance with issuance of audit certificates for partners in line with the Policy on Risk-Based Project Audits - Use UNHCR's corporate tools (e.g. Focus Client, Global Focus Insight and FOCUS Reader, MSRP) for core activities related to planning, budgeting, implementation and reporting, generating data for evidence-based programmatic decisions and analysis. - Actively contribute to UNHCR's programming of community of practice and to the improvement of programming tools and processes.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s). - Perform other duties as required.

Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level G4 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher

Field(s) of Education N / A

Certificates and/or Licenses Not specified

Relevant Job Experience Essential Demonstrated experience in programme management, Operation Management Cycle and related processes. Computer skills (in MS office) including advanced Excel skills (pivot tables, data management, etc)

Desirable Training relevant to function of the position including Programme Management ¿ Level 1. E-tutoring of PM1, Framework for Implementing with Partners Learning Programme Experience in programme management training and capacity building activities.

Functional Skills IT-Enterprise Resource Planning (ERP) *IT-Computer Literacy PG-Programme Management (programme cycles and reporting standards) PG-Results-Based Management DM-Data Management PG-Programme Analysis (Functional Skills marked with an asterisk* are essential)

Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Required Languages

English,

,

Desired Languages

,

,

Additional Qualifications

Skills

DM-Data Management, IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), PG-Programme Analysis, PG-Programme Management (programme cycles and reporting standards), PG-Results-Based ManagementEducation

Certifications

Business Administration - Other, HCR Learning Program - UNHCR, International Law - Other, Social Sciences - OtherWork Experience

Other information

This position doesn't require a functional clearance Home-Based

No

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: unhcr.org