Programme Assistant (G-5), FT, #058666, Cotonou
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. Our mission is to promote the rights of every child, everywhere, in everything we do, with a focus on equity for the most disadvantaged and excluded children and families.
Job Purpose
The Programme Assistant (G-5) will provide crucial support to UNICEF's country programme in Benin by executing a range of procedural, administrative, and operational tasks. This role is essential for the effective development, implementation, and monitoring of programme activities, ensuring timely and compliant delivery according to UNICEF rules and regulations. The incumbent will assist in managing contracts, processing payments, maintaining project records, and supporting logistical arrangements for meetings and capacity development activities. By ensuring efficient operations and accurate record-keeping, the Programme Assistant contributes directly to the successful execution of UNICEF's mandate to advocate for every child's rights and well-being.
Responsibilities
The Programme Assistant will be responsible for facilitating the processing of contracts for consultants, vendors, and external partners, including document preparation, form completion, and uploading Terms of Reference (TORs) in VISION. They will maintain up-to-date vendor lists, partner information, and consultant rosters. The role involves collecting invoices, filing documents for approval, and processing them in VISION and Mycase. Additionally, the Programme Assistant will prepare and maintain records, documents, and control plans for monitoring project implementation and financial expenditures. Support will be provided for the management of administrative supplies and office equipment. Maintaining the office calendar, arranging meetings, taking minutes, and organizing team correspondence are key duties. Travel assistance for staff, including arrangements and entitlements, will be provided, liaising with travel focal points to secure optimal services and pricing. The incumbent will also maintain a system for monitoring staff absence and prepare records related to programme planning and development. Transactions in VISION will be carried out to ensure programme results and coding align with annual work plans, with necessary amendments made. Finally, the Programme Assistant will support capacity development activities, meetings, and conferences by making logistical arrangements, engaging with facilitators and hosts, and preparing background materials for participants.
Work Experience
A minimum of 5 years of relevant work experience is required. Experience in programme or project assistance, administrative support, or a related field is essential. Experience with UNICEF or other UN agencies is an asset.
Skills
Administrative Support, Programme Support, Contract Management, Financial Record Keeping, Logistical Arrangements, Meeting Coordination, Travel Assistance, Record Management, Office Equipment Management, Communication, Organizational Skills, Proficiency in VISION