Overview
The Programme Assistant will provide administrative and logistical support to the Programme Office in Ukraine, assisting with programme/project planning, procurement, and coordination of implementation activities.
Key Responsibilities
- Assist in the coordination of programme/project planning and preparation.
- Monitor status of programme/project proposals and receipt of documentation.
- Provide procurement, logistical and administrative support.
- Assist with the preparation of Terms of Reference (TOR) for procurement.
- Review, record and prioritize purchasing requests.
- Monitor status of existing requisitions and contact suppliers.
- Coordinate shipment of goods/commodities/equipment.
- Verify receipt and inspection of deliverables.
- Compile, summarize, and present basic programme/project information.
- Review project documents, especially cost plans/budgets.
- Review budget revisions and verify fund availability.
- Serve as focal point for administrative coordination of programme/project implementation activities.
- Compile, summarize and enter data on project delivery.
- Draft related status reports.
- Draft correspondence on budget-related issues.
- Prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets.
- Provide general office assistance.
- Respond to complex information requests and inquiries.
- Review, log and route incoming correspondence.
- Set up and maintain files/records.
- Organize meetings, workshops.
- Handle routine administrative tasks.
- Provide guidance/training to new/junior staff.
- Assist with the collection and analysis of data.
- Assist with preparation of data presentations and reports.
- Assist with visualizations and updating information material.
- Perform other work-related duties as assigned.
Required Experience
A minimum of five (5) years of work experience in general office support, administration, programme or operations support service or related field is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Work experience in contract administration, recruitment, financial management, procurement and budget monitoring is desirable. Work experience within the United Nations common system or other similar international organisations is desirable. Work experience with an ERP system (such as SAP/Umoja) is desirable.
Qualifications
High school diploma or equivalent is required.
