Back Programme Assistant - SRHR, PD and Ageing, Colombo, Sri Lanka

Job Title: Programme Assistant - SRHR, PD and Ageing

Job ID: 35556

Location: Asia and Pacific

Full/Part Time: Full-Time

Regular/Temporary: Regular

Role Specification

Level: SC4, SB2 Peg 5

Location: Colombo, Sri Lanka

Full/Part time: Full time

Fixed term/Temporary: Service Contract

Duration: One year (Renewable*)

* No expectancy of renewal in accordance with UN Staff Regulations 4.5

PLEASE NOTE THAT THIS VACANCY IS OPEN ONLY TO SRI LANKAN NATIONALS.

EXTENDED DEADLINE for application: Monday, 22 March 2021, 12:00 Mid-Night Sri Lanka time (IST / UTC +5:30).

All applications must be submitted through this portal. Email or other forms of applications are not accepted.

Background Information

The Programme Assistant is located in the UNFPA office in Colombo and reports directly to the National Programme Analyst - SRHR and National Programme Analyst - Population Data and Ageing in UNFPA Sri Lanka.

The Programme Assistant supports the Programme leads in ensuring successful delivery of the annual work plans for the SRHR and Population data and ageing programmes. The Programme Assistant works in close collaboration with the National Programme Associate and with the operations team to provide effective and efficient programme and operational support to the SRHR and Population Data and Ageing programmes.

Organizational Setting

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 (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

The UNFPA 2018-2022 country programme contributes to the equitable enjoyment of sexual and reproductive health and reproductive rights by all Sri Lankans, particularly among vulnerable women and young people, and to the achievement of the Sustainable Development Goals (SDGs) and the International Conference on Population and Development (ICPD) agenda. Within the classification of a middle-income country, UNFPA Country Office in Sri Lanka is engaged in policy advocacy and dialogue backed by evidence.

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.

Main Tasks & Responsibilities

Job Purpose:

The Programme Assistant provides programme and administrative support for the coordination and implementation of programme and project activities.

The Programme Assistant will be responsible for:

• Supporting the timely implementation of project activities by working with the programme leads, implementing partners (IPs) and other stakeholders;
• Following up with IPs and collecting relevant data to help the preparation of budgets, finance reports, narrative reports and Monitoring and Evaluation reports;
• Maintaining logs, files and updated records in prescribed format for subsequent use and to meet audit requirements; assisting in the archiving, filing, and maintenance of up to date electronic mailing lists;
• Providing administrative support for the procurement of goods and services for the implementation of programme activities. This will include raising requisitions and following up on the issuance of purchase orders and payments as well as preparation of necessary documents for the recruitment and management of consultants. The Programme Assistant will need to keep abreast of changes to relevant programme-related policies, procedures, guidelines and processes and work closely with the Programme Associate and the operations team to obtain guidance on administrative and financial aspects to ensure compliance with relevant policies and procedures;
• Performing basic search for information and preparing and updating background information, briefing note, concept note etc.
• Assisting in setting up meetings with stakeholders and IPs and distribute minutes as necessary and providing administrative support for the organization of meetings, workshops, training, events and missions;
• Assisting the development of communications materials to enhance UNFPA's visibility and influence by providing information and progress updates;
• Supporting quarterly monitoring and annual reporting of the programme milestones/activities on UNFPA's Strategic Information System (SIS). This includes traveling to the field to support monitoring of activities and reporting on observations/findings; collecting and maintaining data and evidence to support timely completion of narrative and financial reports;
• Supporting the IPs to ensure timely quarterly reporting in the UNFPA system (Atlas e-FACE);
• Establishing and maintaining network of partner and public information contacts; and
• Carrying out any other duties as may be required by UNFPA leadership.

Expected outputs:

• Effective implementation of the AWPs for the SRHR and Population Data and Ageing programme is supported.
• Increased visibility and better positioning of UNFPA and its work through improved engagement with stakeholders.
• Increased efficiency and compliance in procurement of goods and services.
• Timely completion of quarterly and annual reporting of progress of implementing partner and UNFPA workplans/milestones.

Qualifications and Experience

Education:

• Completed Advanced Level Education required.
• First level university degree in Business Management, Business Administration, accountancy, finance, Social Studies or related discipline is desirable.

Knowledge and Experience:

• Minimum five years of relevant experience in administration or programme/ project management.
• Proficiency in current office software applications, web-based management and ERP financial systems.
• Prior experience in working with UN agencies is an asset.
• Good working knowledge of ATLAS or other ERP systems is an asset.

Languages:

• Full proficiency in English and either Sinhala or Tamil is required.

Required Competencies

Values:

• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing diversity in all its forms
• 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
• Communicating for Impact

Functional Competencies:

• Managing the organization's financial resources
• Providing logistical support and procurement services
• Managing documents, correspondence and reports

UNFPA Work Environment

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. UNFPA Sri Lanka Office, is striving to provide a disability friendly workplace.

Compensation and Benefits

This position offers an attractive remuneration package commensurate with the level of the post. The package includes a competitive salary, health insurance and other benefits applicable to the duty station.

Disclaimer

WARNING TO APPLICANTS: 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

We thank all the applicanats for the itnerest shown in applying for UNFPA positions. Due to the large number of applications we receive, kindly note that we will only be able to contact the short listed applicants. Thank You.

For any questions or comments please contact [email protected]

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