Programme Assistant, G-5, Temporary Position, Manila, Philippines, 364 days, #00137345

Organizational Context

UNICEF operates in over 190 countries and territories, dedicated to saving children's lives, defending their rights, and helping them fulfill their potential from early childhood through adolescence. We are committed, passionate, and proud of our work, viewing the promotion of every child's rights not just as a job, but as a calling. UNICEF fosters career growth with diverse opportunities for professional and personal development.

Job Purpose

The Programme Assistant, G-5, will provide essential administrative, operational, and logistical support to the Advocacy and Communication Section in Manila. This role is crucial for ensuring the efficient implementation of communication, advocacy, and stakeholder engagement activities. The incumbent will work closely with section staff, programme and operations colleagues, and external partners to support work plan execution, manage events and campaigns, facilitate knowledge management, and oversee administrative and financial processes. The position requires meticulous attention to detail in managing transactions, tracking expenditures, processing contracts, and maintaining accurate records. The Programme Assistant will also support travel arrangements, procurement, and asset management, contributing to the overall smooth functioning of the section and its impactful work for children.

Responsibilities

The Programme Assistant will support the preparation, implementation, and monitoring of annual work plans, ensuring alignment with organizational priorities and accurate coding. Responsibilities include performing transactions in SAP, monitoring project implementation, tracking expenditures, and processing amendments. The role involves assisting in drafting inputs for programme reports, dashboards, and performance indicators using digital tools, and liaising with programme and operations colleagues to resolve transactional issues. Administrative and financial support includes facilitating the processing of contracts for consultants, vendors, and partnerships, managing office calendars, coordinating team meetings, drafting minutes, and ensuring proper filing of correspondence and records. The assistant will maintain tracking systems for staff leave and absences, prepare documentation for financial monitoring, and collect/process invoices and payment requests. Operations and travel support involves providing travel arrangements for team members, including itinerary bookings and coordination with travel focal points. The role also includes supporting procurement of supplies, managing office equipment, and maintaining updated inventories. Logistical and event coordination entails providing support for training sessions, workshops, and conferences, including vendor coordination, venue bookings, and catering. Knowledge management and communication support involves maintaining organized document repositories, assisting with onboarding new staff, and supporting staff in navigating digital resources. The assistant will also draft internal communications and manage the section's email inbox. Digital dexterity includes utilizing AI and data visualization tools, maintaining digital archives, and championing digital solutions. Emergency support and flexibility involve reprioritizing tasks during emergencies and providing backup support when required.

Work Experience

A minimum of five years of relevant administrative and programme support experience is required. Experience in an international organization or UN system is desirable.

Skills

Administrative Support, Programme Support, Communication, Advocacy, Stakeholder Engagement, Event Management, Knowledge Management, Financial Processes, SAP, Procurement, Logistics, Digital Tools

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