Background
The Programme/Operations Assistant is located in Country Office (CO), and works under direct supervision of UNFPA Admin/Finance Associate, Assistant Rep
The Programme/Operations Assistant supports the planning, implementation of UNFPA supported activities by providing and managing data inputs, providing logistical and administrative support, monitoring project implementation and following up on recommendations.
S/he is responsible for establishing and maintaining good working relationships with related government officials, with civil society representatives and all other related partners. The main areas of responsibility of the Programme/Operations Assistant will be programme support, administrative, financial, logistical and secretarial work within UNFPA Office.
Responsibilities
- Support to organization of workshops, trainings and other events: undertake logistical administrative and financial arrangements, in
consultation with the office, for meetings and workshops;
- Drafts correspondence, takes dictation and instructions on a variety of project related subject-matters. Types correspondence, documents
and reports, and ensures that spelling, punctuation and format are correct. Reviews/clears correspondence for the supervisor’s signature;
- Prepares materials for and creates Power Point presentations on relevant programme/project topics as may be required and selects and
makes pertinent abstracts and undertakes searches for project related information;
- Supports maintaining of electronic and hard copy records (programmatic and financial) and performs other secretarial duties;
- Drafts/produces various documents to help with management monitoring and evaluation of projects-programmes, (e.g. summary table of
AWPs, summary table of overall programmatic expenditures, determination of unutilized funds, drafts/compiles funding gaps matrix for
the CO and keeps it updated, etc.); checks FACE forms and other programme related finance reports;
- Performs an alternate Buyer role in Atlas software and prepares Purchase Orders when required;
- Supports organization of procurement processes including receipt of quotations, bids or proposals;
- Collects Vendor Forms and relevant documents and registers vendors in electronic database;
- Supports the recruitment of local and international consultants, budget drafting and processes documentation for recruiting SSA
consultants in accordance with recruiting rules and regulations;
Requirements
- Completed Secondary Level Education required. First level university degree will be considered a strong asset (Business Administration,
Public Administration, Social Sciences or other relevant field).
- Professional level with a minimum of three years of experience in project assistance, preferably in international development
organizations, in areas relevant to UNFPA mandate;
- Experience in administrative, clerical, financial and logistical work;
- Experience in partnering with government institutions and CSOs.
- Proficiency in MS Office (MS Word, Excel and Outlook) software applications. Knowledge of financial and web management programmes
would be an asset.
- Proficiency in Macedonian and English language are required is required.
Deadline: 21 April 2014
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