Programme Assistant (GS-5), FT, PG WASH at UNICEF-apply!

• This is a full-time, GS-5 level job recruitment to support the Nairobi-based WASH in Emergencies and Fragile Settings unit, which is a member of the global WASH Programme Group team. The Programme Assistant (PA-GS5) assists in a variety of procedural, administrative, and operational tasks to help develop, implement, and monitor the functions of the unit (s), ensuring timely and effective delivery that is consistent with UNICEF rules and regulations. The unit may designate other supervisors in addition to the Senior Advisor leading the assigned unit(s). There will be a time zone difference between team members during and after the HQEI changeover period. It is expected of program assistants to actively communicate with their New York counterparts.

How can you make a difference?

Budget Monitoring

• Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
• Carries out transactions in VISION pertaining to grants for his/her Unit such as registering grant allotments and tracking expiring programme grants.
• Office Planning & Project Management
• Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans.
• Monitors project implementation against established milestones and makes recommendations to improve performance.
• Helps ensure timely compliance with agreed deadlines.
• Prepares and maintains records pertaining to programme planning and development for his/her respective unit(s).
• Carries 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 unit revisions when necessary.

Procurement

• Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.
• Supports with preparing and processing direct cash transfers to partners, review partnership agreement documents, and verify liquidations.
• Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates and making necessary logistical arrangements.
• Maintains up-to-date vendor lists, partners, and consultant rosters.
• Collects invoices and filing documents for approval and thereafter processing in VISION and Service Gateway.

Communications & Workflow

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
• Manages incoming and outgoing correspondence, e-mails and telephone calls.
• Communicates routine and non-routine information pertaining to the work of the team.
• Establishes and maintains the section’s digital filing and reference systems (where relevant).

Events/Logistics

• Maintains section/unit calendar and arranges meetings. Takes minutes of meetings and keeps the correspondence of the team well organized.
• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Arranges times through liaising with participants over availability.
• Liaises with budget focal points and section over costs and needs.
• Prepares background materials for participants.
• Supports administrative and protocol issues, in consultation with the Global Office, in Nairobi Operations team as part of staff onboarding and settling-in processes and where needed.

Travel & Attendance

• Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
• Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
• Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
• Monitors travel certification and report back to the team.
• Maintains and updates a system which monitors the absence of staff in the unit.

Invoice Processing

• Responds to client transaction status and other inquiries.

Supplies/Equipment

• Supports management of administrative supplies, office equipment, and updating inventory of items.
• Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Arranges for the purchase and timely distribution of office supplies.

 Other

• Provides logistical support for capacity development activities, meetings, and conferences by coordinating with hosts, facilitators, and caterers; setting up times by checking participant availability; communicating with budget focal points and section about requirements and costs; and preparing participant background materials.
• Supports administrative and protocol issues in consultation with the Global Office in Nairobi Operations team as part of staff onboarding and settling-in processes and where needed.