Fixed Term

National Post - Programme Assistant, GS5, Almaty, Kazakhstan

26 May 2020

Almaty, Kazakhstan

The Position:

The Programme Assistant position is located in the Regional Office and based in Almaty. The Programme Assistant directly reports to the International Programme Coordinator and provides programmatic, administrative and financial support in Almaty.  

The Programme Assistant works in close collaboration with the Programme Support Team (comprising one or more Programme Associates and Programme Assistants) to ensure effective and efficient programme and operational support to activities in Almaty.   

The Programme Assistant also works in close collaboration with the International Operations Manager (IOM) and his/her team to ensure timely support to the RO on operational matters in Almaty.

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 new strategic plan (20182021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. 

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 a global organisation, where many of our people are based in challenging environments, The Programme Assistant provides programme, administrative and financial support to his/her dedicated clients, who provide substantive support to COs in the region and implement the regional programme.

The Programme Assistant will be responsible for: 

  • Providing logistical support  required for the successful planning and delivery of technical workshops, inter-agency meetings, panel discussions, roundtables, missions, and programme events organized in Almaty by gathering and compiling data and information for the preparation of events documents, speeches and position papers.  This includes (but is not necessarily limited to) preparing and distributing COA authorization letters; collecting and following up on nominations and registration; preparing list of participants; managing travel and visa requirements, circulating events materials, and liaising with event management companies and caterers supporting the procurement process for these and related services.
  • Reviewing incoming correspondence, collecting and/or preparing the necessary information for the reply/action, and preparing first drafts of responses to inquiries for action by the Supervisor.
  • Assisting in the archiving, filing, and maintenance of up to date electronic mailing lists on programme and technical matters.
  • Contributing to the uploading and maintenance of selected information to the EECARO i-Docs.
  • Assisting in coordinating and managing dedicated client meetings; including organizing team meetings, preparing minutes, coordinating conference room bookings and ensuring room preparedness for meetings.
  • Preparing travel arrangements of International Programme Coordinator and other relevant office personnel in Almaty.   
  • Undertaking procurement activities in regard with the activities for the Almaty, ensuring compliance with UNFPA procurement procedures.
  • Raising Requisitions and/or Purchase Orders in ATLAS with input from designated clients.
  • Participate in OMT meetings on issues related to common premises and common security management system.
  • Act as a Leave Monitor for all personnel in Almaty.
  • Correctly applying UNFPA rules, regulations and procedures in all activities.
  • Translating and drafting letters and other programme documents as well as providing oral translation as may be assigned by the Supervisor.
  • Acting as a back-up on selected duties to G6 Project Admin/Finance Associate in Almaty during his/her absence.
  • Carrying out any other duties that may be required by your Supervisor to assure the success of the team.

Qualifications and Experience 

 

Education:   

  • Completed secondary level education is required. 
  • First level university degree in public administration, finance or economics is desirable.

Knowledge and Experience: 

  • Five years of previous relevant experience in administration or project/programme management.
  • Proficiency in current office software applications and corporate IT systems, a good basic knowledge of finance and mastery of a series of financial software is desirable.
  • Previous experience in the UN is an asset.
  • Good knowledge of ATLAS, PeopleSoft or other ERP system is an asset.

Languages: 

  • Fluency in oral and written English and Russian languages is required.   
  • Working knowledge of Kazakh language is desirable.

 

Required Competencies 

Values:

  • Exemplifying integrity, 
  • Demonstrating commitment to UNFPA and the UN system, 
  • Embracing cultural diversity, 
  • Embracing change

Functional Competencies:

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

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,
  • Communicating for impact 

 

NB! How to apply:

Interested and qualified candidates should apply on-line through this site by clicking "APPLY NOW" button. Incomplete applications will not be given consideration.

UNFPA has established an electronic application management system. This allows applicants to create a candidate profile, which can be updated regularly and submitted for more than one vacancy. 

Download the Step by Step Guide to Applying in the E-Recruit System of UNFPA

at http://www.unfpa.org/employment.

Please print out the Guide for your reference during the registration and application process.

Please note that only short-listed applications will be contacted.

SPECIAL NOTE:

     Applicants must pass a written substantive assessment and competency-based interview in order to be eligible to be appointed against the post. We will only be able to respond to those applicants in written in whom UNFPA has a further interest.

Notice: UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status. UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline  http://www.unfpa.org/help/hotline.cfm

UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.