National Position (Fixed term - G5)

Programme Assistant (Population and Development), G5

12 March 2021

Nay Pyi Taw, Myanmar

Job Description

Job Title: Programme Assistant (Population and Development), Nay Pyi Taw, UNFPA Myanmar Country Office, G5

Job ID: 35386

Location: Asia and Pacific

Full/Part Time: Full-Time

Regular/Temporary: Regular

Background Information

PLEASE NOTE THAT THIS VACANCY IS OPEN ONLY TO NATIONALS OF MYANMAR.

Duty Station: Nay Pyi Taw, Myanmar

Closing Date: 12 March 2021 (5 pm, Yangon Time)

Duration: One Year (renewable) [i]

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[i] No expectancy of renewal in according with UN Staff Regulation 4.5.

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Organizational Setting

The Position:

The Programme Assistant in order to provide administrative and logistics support to UNFPA office in  Nay  Pyi  Taw  and  particularly  to  the  programme  unit  on  population  and  development.  The Programme  Assistant  is  expected  to  interact  with  the  programme  team  and  contribute to  the achievements  of  the  population  and  development  programme  in  its  design,  planning  and management by providing administrative and logistical support, monitoring project implementation and following up on recommendations.

S/he  will  report  directly  to  the  Program  Analyst  (Population  and  Development)  in  Naypyitaw, UNFPA Office.

How S/he 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  new  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.

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.

UNFPA in Myanmar supports the Government,  and  collaborate with  national  partners, local  and international  NGOs  in  the  areas  of  Sexual  and Reproductive  Health  and Rights,  Population  and Development,  Youth  and  Demographic  Dividend  and  Gender  Equality  and  Women’s Empowerment.

This role is primarily responsible for providing programme, logistics and administrative support to the Population and Development Area and its partners in order to contribute to the achievement of Country Programme goals.

Job Purpose:

Under the overall guidance of the UNFPA Deputy Representative and with the direct supervision of Programme Analyst, Programme Assistant, in close coordination with UNFPA Nay Pyi Taw Office, Country  Office  (CO)  in  Yangon  and  sub-offices,  the  incumbent  provides  programme, administrative  and  financial  support  to  the  programme  and  technical  team  in  compliance  with UNFPA policies and procedures.

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Main Tasks & Responsibilities

S/he would be responsible for:

•  Provide support to the Population  and Development (P&D) programme management  and its partners in administrative, logistics and financial activities in close coordination with Programme Analyst (PD);

•  Assist in the preparation, implementation  and monitoring process of the  country programme work plan for P&D areas in line with UNFPA’s Policies and Procedures Manual (PPM); •  Support to the P&D Programme Area in close coordination with Programme Analyst (PD) in promoting partnerships on P&D issues with government partners, UN agencies, NGOs, the private sector and academic institutions;

•    Assist in the preparation and monitoring process of SIS;

•  Assist to identify sources, and gather and compile data and information for the preparation of documents, concept notes and speeches;

•  Assemble briefing materials and prepare power-point and other presentations for the technical and programme team members;

•  Organize,  compile  and  process  information from  donors  as  inputs  to  various  databases  and documents;

Financial

•  Assist  timely  and  quality  preparation  of  financial  reports  including  budget  revision(s)  (i.e. timely  delivery  of Funding Authorization  and Certificate  of Expenditure (FACE),  preparation  of supporting  documents  including  direct  payments,  and  progress  reports  in  Global  Programming System (GPS) and the Strategic Information System (SIS) in accordance with UNFPA Monitoring and  Evaluation  Guidelines,  and  in  close  coordination  with  the  Implementing  Partner  (IP), Programme Analyst (PD) and Finance staff and M&E Staff.

•  Provide support in the  annual  audit process of NEX projects; Ensure timely preparation  and existence of  all supporting documents  and  correspondences for NEX  audit/Spot Check  and year end  documents  in  the  respective  IPs  and  UNFPA  offices  and  provide support  during  the  NEX exercise.

•  Prepare requisition request in ATLAS with input from the programme team members; utilize Atlas to produce monthly reports on the financial status of programmes or projects; create vouchers and payments in Atlas, as needed;

•  Monitors budget expenditures, dashboard data of requisition, Purchase Orders and voucher IDs under projects and follows up with payment process.

•    Prepare a monthly report on the status of project implementation and expenditures and submit to concerned project managers;

•    Prepare a monthly cash forecast required by finance team in CO Yangon.

Operational/Administrative

•  Review incoming correspondence, collect and prepare necessary information for reply/ action, and draft and finalize response;

•  Prepare first  drafts  of responses to inquiries received  by the  programme team for  action  by supervising officers;

•  Keep frequent communications with implementing partners confirming that all documentation is complete in filing system and properly approved according to UNFPA rules and guidelines;

•  Contribute  to  maintaining  the  office  filing system  including  iDocs  and  assist  in  archiving; Maintain  and  update  implementing  partners  and  project files,  including  project  progress reports, work plans and budgets in compliance with guidelines for the country programme;

•  Draft routine correspondence and take notes  and quality preparation of minutes of meetings (programme meetings and CAPC meetings) as part of the monitoring, tracking follow up actions;

•    Support the P&D Area in communicating and setting meetings with partners;

•  Assist in  organizing  online  and face-to-face trainings,  events, workshops (i.e. taking  care  of event  logistics,  programmatic,  administrative,  financial  arrangement,  collecting  relevant  training materials, identifying resource persons as appropriate)

•    Assist in the management of programme budget and work plan (WPs) in the P&D Area; •  Provide necessary documentation and information to implementing partners on administrative and financial procedures;

•    Monitor acquisition of equipment and follow up the transfer process;

•    Make travel arrangements for P&D and, Implementing Partners when required; •      Update and maintain contacts of UNFPA partners and networks as the organizational asset; •      Perform similar and related activities as required.

•    Carry out any other duties as may be required by UNFPA leadership. 

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Qualifications and Experience

Education: 

•    Completion of secondary level education is required. First level university degree is desirable.

Knowledge and Experience:

•    5 years relevant experience in programme/project management;

•    Previous experience in the UN is an asset;

•    Strong interpersonal and organizational skills;

•    Computer literacy – Microsoft package i.e. Word, Excel, Power-point

•    Good writing and communication skills;

•    Demonstrated ability to work in a team environment

Languages:

Fluency in English is required. 

Required Competencies

Values:

•    Exemplifying integrity,

•    Demonstrating commitment to UNFPA and the UN system,

•    Embracing cultural diversity,

•    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:

•    Planning, organizing and multi-tasking

•    Managing information and workflow

•    Managing documents, correspondence and reports

•    Logistics support

•    Job knowledge especially on population and development

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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.

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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

 

HOW TO APPLY:

UNFPA  has  established  an  electronic  application  management  system.  This  allows  applicants to create a candidate  profile,  which  can  be  updated  regularly  and  submitted  for  more  than one vacancy. Download the  Step by  Step  Guide  to  Applying  in  the  E-Recruit  System ofUNFPAathttp://www.unfpa.org/employment.  Please  print  out  the  Guide  for  your  reference during the registration and application process.

Notice:  There  is  no  application,  processing  or  other  fee  at  any  stage  of  the application process.UNFPA does  not  solicit  or  screen  for  information  in  respect  of  HIV  or  AIDS  and does not discriminate on the basis of HIV/AIDS status.

To apply for the post, pleaes click on the following link:

https://erecruit.partneragencies.org/psc/UNDPP1HRE/EMPLOYEE/HRMS/c/HRS_H...? Page=HRS_CE_JOB_DTL&Action=A&JobOpeningId=35386&SiteId=1&PostingSeq=1

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