Programme Assistant (GS5), Apia, Samoa

Mid Senior Logistics & Procurement Finance & Economy Admin

Overview

Support UNICEF's project implementation and administrative tasks

You have:

• Completion of secondary education is required, preferably supplemented by technical or university degree related to the work of the organization.
• A minimum of five years of progressively responsible administrative or clerical work experience is required.
• 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.
• Prior UN experience is desirable.
• Fluency in English is required. Knowledge of the 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.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential. Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone. And we never give up.

For every child, dedication

Samoa comprises 10 islands, of which the largest two are Upolu and Savaii, and is located in the Polynesian part of the Pacific Ocean. Samoa had a population of around 193,000 as per the 2015 census, an estimated 85,000 of whom are below the age of 18. Samoa is classified as a lower-middle income country. Overseas development aid funded an estimated 40 per cent of government expenditure as of 2014. Samoa is vulnerable to natural disasters such as cyclones, flooding and earthquakes, all of which climate change exacerbates. A total of 70 per cent of Samoa’s population is located in low-lying coastal areas, which are particularly vulnerable to natural disasters.

How can you make a difference?

Under the direct supervision and guidance of the Chief Field Office, the programme assistant supports the Field Office 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:

1. 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, and making necessary logistical arrangements.

2. Collecting invoices and filing documents for approval.

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

4. Supporting the management of administrative supplies and office equipment.

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

6. Providing travel assistance to staff members in the Office 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.

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

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

9. 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.

10. 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.

To qualify as an advocate for every child you will have…

• Completion of secondary education is required, preferably supplemented by technical or university degree related to the work of the organization.
• A minimum of five years of progressively responsible administrative or clerical work experience is required.
• 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.
• Prior UN experience is desirable
• Fluency in English is required. Knowledge of the local language is an asset.

For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA)

UNICEF's competency framework:

• Builds and maintains partnership,
• Demonstrates self and ethical awareness,
• Drive to Achieve impactful results,
• Innovates and embraces change,
• Manages ambiguity and complexity,
• Thinks and acts strategically,
• Works collaboratively with others

Click here to learn more about UNICEF’s values and competencies.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

This position is not considered an elevated risk role. However, UNICEF reserves the right to conduct further vetting/ assessment within the scope of child safeguarding as appropriate.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

The VA is open to all (internal and external candidates)

This is a re-advertisement in order to expand the candidate pool. Previous applicants need not reapply as their original application will be duly considered

Apply now

Potential interview questions

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