Overview
The Programme Assistant provides administrative, operational, and procedural support to the Programme Section, facilitating programme implementation, monitoring, and delivery.
Tasks Summary
- Support the preparation, implementation and monitoring of annual work plans.
- Carry out transactions in SAP and ensure data accuracy.
- Assist in drafting inputs to programme reports, dashboards, and performance indicators.
- Liaise with programme and operations colleagues to resolve issues.
- Facilitate processing of contracts.
- Manage office calendars and coordinate team meetings.
- Maintain updated tracking systems for staff leave and absence.
- Prepare documentation for financial monitoring.
- Collect and facilitate processing of invoices and payment requests.
- Conduct quarterly physical verifications of office assets.
- Update and validate partner contact databases, training participant lists, and consultant rosters.
- Provide travel support for team members.
- Support procurement of supplies and office equipment management.
- Provide logistical and operational support for training sessions, workshops, and conferences.
- Assist in preparing background materials, agendas, and attendance records.
- Maintain well-organized document repository.
- Provide administrative and logistics support for onboarding new staff.
- Support staff in navigating digital repository.
- Draft and edit internal communication.
- Utilize AI and data visualization tools.
- Maintain digital archives.
- Champion digital solutions and support colleagues.
- Safeguard documents ensuring confidentiality.
- Support section during emergencies and/or surge assignments.
Experience Requirements
Minimum five years of relevant administrative or clerical work experience required. Professional experience with the United Nations will be particularly valued. Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts.
Qualification Requirements
Completion of secondary education is required. Educational background in disciplines related to administration, finance, and project management will be considered an asset. A bachelor’s degree from a recognized academic institution in a field relevant to the position may be considered to compensate for three (3) years of experience. A master’s degree from a recognized academic institution in a field relevant to the position may be considered to compensate for an additional two (2) years.
