Programme Assistant, G-5, Temporary Position, #00138103, Port Moresby - Papua New Guinea, APR. (Open to Papua New Guinea Nationals)

Organizational Context

UNICEF operates in over 190 countries, dedicated to saving children's lives, defending their rights, and helping them reach their full 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 professional and personal development, offering diverse opportunities to reinforce a sense of purpose while serving children and communities globally.

Job Purpose

The Programme Assistant (G-5) will provide crucial support to the preparation, implementation, and monitoring of annual work plans, ensuring alignment with organizational priorities and accurate data management in SAP. This role involves assisting in drafting programme reports, dashboards, and performance indicators, and resolving transactional or procedural issues by liaising with programme and operations colleagues. The position also facilitates the processing of contracts, manages office calendars, coordinates meetings, and drafts minutes. Furthermore, the Programme Assistant will maintain updated tracking systems for staff leave and events, prepare documentation for financial monitoring, and process invoices and payment requests. A key aspect involves conducting physical verifications of office assets, managing procurement requests, and updating asset records in line with UNICEF policies. The role also includes updating partner contact databases and consultant rosters, ensuring information accuracy and compliance with best practices. Additionally, the Programme Assistant will provide essential travel support for team members, assist in procurement of supplies, and manage office equipment inventories. Support for training sessions, workshops, and conferences, including vendor coordination and logistical arrangements, is also a significant part of the responsibilities. Finally, the role involves maintaining organized document repositories, supporting new staff onboarding, and assisting colleagues in navigating digital resources, while also drafting and editing internal communications.

Responsibilities

Support the preparation, implementation, and monitoring of annual work plans (AWPs), ensuring alignment with organizational priorities and accurate coding. Carry out transactions in SAP, ensuring data accuracy, monitoring project implementation, tracking expenditures, and processing amendments. Assist in drafting inputs for programme reports, dashboards, and performance indicators using digital tools. Liaise with programme and operations colleagues to resolve transactional or procedural issues. Facilitate the processing of contracts for consultants, vendors, and partnerships, including TOR uploads, Service Gateway transactions, and logistical arrangements. Manage office calendars, coordinate team meetings, draft meeting minutes/reports, and ensure proper filing and dissemination of correspondence and records. Maintain updated tracking systems for staff leave, absence, and team events. Prepare documentation for financial monitoring, such as control plans and budget reports. Collect and facilitate processing of invoices and payment requests through VISION and Service Gateway. Conduct quarterly physical verifications of office assets, raise procurement requests for replacements, and update asset records according to UNICEF asset-management policies. Update and validate partner contact databases, training participant lists, and consultant rosters, ensuring information is current and compliant with best practices. Provide travel support for team members, including trip/itinerary bookings and coordination with travel focal points and HR for entitlements. Support procurement of supplies and office equipment management, maintaining updated inventories. Provide logistical and operational support for training sessions, workshops, and conferences, including vendor coordination, venue/room bookings, catering services, and communication for participant confirmation. Assist in preparing background materials, agendas, and attendance records. Maintain well-organized document repositories, both digital and physical where needed, for knowledge sharing and institutional memory. Provide administrative and logistics support for onboarding new staff, interns, and consultants. Support staff in navigating the digital repository to locate the most up-to-date and relevant resources. Draft and edit internal communications, including meeting summaries, and provide inputs to procedural guides as needed. Utilize AI and data visualization tools for synthesized information and presentation. Maintain digital archives in line with UNICEF’s digital workforce and data protection guidelines. Champion digital solutions and support colleagues in adopting new tools for efficiency. Safeguard documents, ensuring confidentiality and mitigating data risks.

Work Experience

Minimum five years of relevant administrative or clerical work experience is required, encompassing areas such as program administration, project coordination, operations support, financial administration, procurement support, contract management, travel coordination, event management, knowledge management, and data management.

Skills

Project Management, Collaboration, Problem solving, Digital dexterity, SAP experience, Service Gateway experience, Microsoft 365 Office applications, Administrative support, Financial administration, Procurement support, Contract management, Event coordination

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