Programme Assistant, Vientiane Capital, Lao PDR, FTA, GS5 (2 positions)

Overview

Provide integrated support in technical and programming activities of Programme Specialists and Analysts.

You have:

• Completed Secondary Level Education required.
• A Bachelor’s Degree in political sciences, social policy, public health or related fields is an advantage.
• Five (5) years of relevant experience in administration or programme/project management including some experience on research assistance.
• Strong financial skills a must.
• Fluency in Lao and English (oral and written); knowledge of other official UN languages, preferably French is an asset.
• Strong interpersonal and organizational skills.
• Good writing and communication skills.
• Computer literacy – Word, Excel, Power-point or other ERP system.
• Good knowledge of Quantum/Quantium IB and other UNFPA information systems is an advantage.

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.

Salary

The salary for this job should be more than 1,042 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

This recruitment is to fill two positions in the Sexual and Reproductive Health (SRH) and Adolescent and Youth (A&Y) units.

The Position:

The Programme Assistant is responsible for providing integrated support in the technical and programming activities of Programme Specialists and Analysts in a number of respects, including administrative and logistics support, research, and data analysis within a system strengthening approach fundamental to UNFPA’s overall strategy.

You will report directly to the SRH Programme Coordinator or ASRH Programme Specialist and be responsible for supporting a team of programme staff in the SRH or A&Y unit.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high-impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

In collaboration with other programme support staff, the Programme Assistant works with, and provides integrated programme and technical support for the Country Office Programme team. The Programme Assistant also works in close collaboration with the Administrative and Finance Associates/Assistants.

The Programme Assistant provides programme, administrative and financial support to the Country Office programme team, who are responsible for the implementation of the Country Programme Action Plan.

You would be responsible for:

A. Contributing to the preparation, implementation and monitoring process of the country programme

• Assist in the preparation and monitoring process of OMP.
• Maintain and update country, partner and project files; including project progress reports, work plans and budgets in compliance with guidelines for the country programme.
• Assemble briefing materials and prepare power-point and other presentations for the technical and programme team members.
• Prepare the first draft of responses to inquiries received by the programme team for action by supervising officers.
• Organize, compile and process information from donors, regional office, and the country office as inputs to various databases and documents.
• Assist the programme team in providing support and advice to the CO on operational and programme matters.

B. Research and Knowledge Management Sharing Support

• Perform research assistance duties including bibliographic and database searches; summarize information and draft contributions to CO reports, papers, technical notes, and publications.
• Identify sources, and gather and compile data and information for the preparation of the documents, guidelines, speeches and position papers.
• Assist in the archiving, filing, and maintenance of up to date electronic mailing lists on programme matters.
• Contribute to the uploading and maintenance of selected information to the UNFPA intranet.
• Record and distribute minutes in a timely manner and assist the meeting coordinator by following up on agreed actions and implementation of tasks (where appropriate).

C. Programme Financial and Operational Support

• Undertake all administrative arrangements required for the organization of workshops, inter-agency meetings, panel discussions, roundtables, missions, and other events organized by the programme team; including organizing team meetings, preparing minutes, coordinating conference room bookings and ensuring room preparedness for meetings.
• Review incoming correspondence, collect and prepare necessary information for reply/action, and draft and finalize response.
• Provide relevant information to operations for the preparation of travel authorisations.
• Support procurement activities in regard with the events for the Country Office, ensuring compliance with UNFPA procurement procedures.
• Raise requisitions in Quantum with input from designated clients.
• Utilize Quantum to produce monthly reports on the financial status of programmes of projects.
• Correctly apply UNFPA rules, regulations and procedures in all activities.
• Support programme partners with the Itemized Cost Estimates (ICE) for activities, applying rules and regulations of financial management
• Act as alternate field office warehouse focal point
• Function as a Spot Checker with other team members as assigned

Act as a back-up on selected functions for the other Programme Assistant and/or Programme Associate during his/her absence.

Carry out any other duties as may be required by UNFPA leadership.

Qualifications and Experience:

Education:

• Completed Secondary Level Education required.
• A Bachelor’s Degree in political sciences, social policy, public health, social mobilization, business administration, international relations or other related fields is an advantage

Knowledge and Experience:

• Five (5) years of relevant experience in administration or programme/project management including some experience on research assistance;
• Strong financial skills a must;
• Previous experience in the UN as well as prior experience with other international organizations an advantage;
• Strong interpersonal and organizational skills;
• Computer literacy – Word, Excel, Power-point or other ERP system;
• Good writing and communication skills;
• Demonstrated ability to work in a team environment;
• Good knowledge of Quantum/Quantium IB and other UNFPA information systems an advantage;

Languages:

Fluency in Lao and English (oral and written); knowledge of other official UN languages, preferably French is an asset.

Required Competencies:

Values:

Exemplifying integrity,

Demonstrating commitment to UNFPA and the UN system,

Embracing cultural diversity,

Embracing change

Core Competencies:

Achieving results,

Being accountable,

Developing and applying professional expertise/business acumen,

Thinking analytically and strategically,

Working in teams/managing ourselves and our relationships,

Functional Competencies:

• Logistical support,
• Managing data,
• Managing documents, correspondence and reports,
• Managing information and workflow,
• Planning, organizing and multi-tasking
• Managing financial processes,
• Job knowledge/technical expertise

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.

Potential interview questions