UNICEF Programme Assistant South Sudan

UNICEF Programme Assistant South Sudan

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.

Background

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action.

For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favouritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic, and cultural dimensions — her or his rights are violated.

There is growing evidence that investing in the health, WASH, education, and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries.

This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

Purpose

The Programme Assistant performs highly skilled work on UNICEF Operations, Budget, and Supply chains, and manages the more complex cases and client requests, which frequently require the evaluation of difficult situations and adaptation of procedures and processes to resolve such cases.

The function is characterized as highly independent and provides opportunities for the Assistant to lead and carry out responsibility for end-to-end, from the beginning to the end of the process, and provide input into the design and development of improved collation of WASH supply end-user reporting and supporting the section KPI monitoring for partnership monitoring track mechanisms.

How can you make a difference?

• Ensuring the timely and accurate recording and administrative processing of government & NGO’s proposals, requests for direct cash transfers (DCTs), Direct Payments, and other established Cash payment modalities

• Conducting programme monitoring in UNICEF focus locations for cash transfer services, cash, and supplies and informing team members on the status.

• Ensures regular update on the partnership programme document and WASH services contracts tracking and monitoring matrix and follow up with field team to ensure payments are made on time

• Facilitating supply planning, purchases, and distribution through raising of Sales Orders and Release Orders, and tracking of the sales orders and purchase orders as advised by the technical teams.

• Monitoring and tracking the efficient distribution of supplies that are required for effective programme delivery and zero supply expiries

• Supporting the programme section in researching, compiling, and analyzing qualitative and quantitative data and information from a variety of sources on subject matters (budget and supply) relevant to the work of the section to facilitate programme delivery as well as preparation of reports, working papers, and presentations.

• Carrying out transactions in VISION pertaining to grants and programme-related items for his/her section including but not limited to registering grant allotments and tracking expiring programme grants.

• Preparing to monitor and report information for supervisor and team on agreed performance indicators to drive more efficient management and accountability for results.

• Regularly monitoring budgets and financial expenditures of the section by employing applicable tools, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision and/or follow-up.

• Helping prepare periodic or ad-hoc financial reports relating to country office and donors to support the office in optimizing the use of programme funds.

• Supports capacity development activities related to programme development by preparing training materials and participating in exercises.

Main Duties and Responsibilities

Support to Programme Development, Planning and Execution

• The Programme Associate- Operations, Budget, and Supply- will be a core member of the WASH programme operation and delivery team.

• Compiles data and information on subject matters relevant to the work of the section to facilitate preparation of reports, working papers, and presentations.

• Prepares and maintains records pertaining to programme planning and development of respective section.

• Arranges meetings, workshops, and training courses pertaining to programme development, and provide support in making the necessary logistical arrangements.

• Will support WASH programme supply planning, purchases, and supply distribution. Follows up both internally with the supply section and externally with counterparts to ensure supplies for programme implementation are delivered in a timely and accurate manner and the delivery reports are available to programme colleagues for subsequent end-user supply monitoring

Support to Monitoring and Reporting of Programme results

• Provides support on budget revision/preparation, implementation status, determination of the position of funding utilization, and financial closures.

• Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision and follow up.

• Prepares and maintains records, documents, and control plans for the monitoring of project/programme implementation.

• Monitor and update the programmatic visit tracking sheet for the WASH

Support in Resource Mobilization

• Compiles and organizes information and data pertaining to donors (both current and potential) relating to the country office to support the office in optimizing the use of programme funds.

• Carries out transactions in VISION pertaining to grants for section such as registering grant allotments and tracking expiring programme grants.

• Supports the processing of contracts for consultants and external partners pertaining to the section.

Support in Knowledge Management and Capacity Building

• Gathers and shares information as needed in support of improving the processes and daily operations of the section.

• Supports activities related to internal UNICEF systems/tools by drafting necessary correspondence, compiling data reports and maintaining relevant records.

• Support generation and linking of supply procurement and grant utilization related data from Insight with supply chain pipeline- supplies in transit, supply receipts in country, supply distribution by in country destination. Make this data available for further analysis and presentation by the programme and operations specialists.

Other duties/responsibilities- as assigned and or requested by the Chief of Section, output managers, and other colleagues in the country office.

Minimum Qualifications & Competencies

Education

Completion of secondary education is required, preferably supplemented by technical or university courses related to Business administration /management, or another relevant technical field.

Work Experience

A minimum of 5 years of progressively responsible experience in, data management, supply chain management, administrative and budget, or a commercial context is required. Understanding development and humanitarian work is an advantage.

Language Proficiency

Fluency in English is required. Knowledge of another UN language or the local language of the duty station is considered an asset.

Skills

• In-depth knowledge of the administration which underpins UNICEF country office programme/project operations, budgeting, supply planning, supply distribution planning, and cash transfers, including monitoring and evaluation processes.

• 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.

• Strong office management skills.

• High attention to detail.

• Ability to effectively manage the section’s material resources and monitor its budget.

• Data analytical skills.

Experience using MS Word, Excel, PowerPoint, and other UNICEF software such as SharePoint

How to Apply

For more information and job application details, see; UNICEF Programme Assistant South Sudan


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