Program Assistant, Juba, South Sudan 647 views

Program Assistant

( 1905298 )

Grade : No grade

Contractual Arrangement : Special Services Agreement (SSA)

Contract duration : Six Months (Renewable)

Job Posting: Nov 15, 2019, 2:22:26 PM

BACKGROUND AND OBJECTIVES OF THE FUNCTION

The purpose of the position is to provide a range of day-to-day clerical, administrative and programme support services to the Field Offices Coordination Cluster to ensure efficient and effective operations of the field offices.

DESCRIPTION OF DUTIES

Under the supervision and guidance of the Field Offices Coordinator and in close collaboration with the Operations Officer, the incumbent provides support in the following areas:

• Facilitate the organization of the cluster coordination meetings/activities and ensure the accountabilities are fulfilled as per WHO rules and regulations.
• Assist the the cluster Lead in coordinating with field offices for all necessary logistical arrangements for staff and implementation of activities.
• Coordinate the setting up of meetings with state coordinators, donors and cluster related stakeholders as per Field Offices Coordinator’s request and assist in taking and circulating minutes of the same with the Field offices and WR’s Office.
• Regularly update the Field offices operational requests tracking matrix and provide feedback on the requests.
• Create a database for filing all the minutes of the various cluster level meetings
• Keep constant communication with logistics and Administrative assistants in the 10 field offices in relation to financial and administrative returns in liaison with Budget and Finance officer and under the guidance of the Operations Officer, and in accordance with WHO rules and regulations,
• Ensure timely procurement of Field Offices Coordination project services and supplies.
• Enter the Procurement requests (Goods and Services) in the GSM (WHO system) as per cluster need and update the status periodically.
• Ensure the follow up on administrative and operation request from the field offices.
• Facilitate logistical and administration requirements for field visits to monitor project activities as required.

• Tags

  administrative assistant

  cluster coordination

  finance officer

  logistics

  procurement

  social sciences

  support services

• Follow-up and update on day-to-day Field Offices Coordination workplan implementation timelines, drawing the attention of field offices to pending activities.
• Ensure proper documentation of all Field Offices Coordination related activities
• Backstop the Logistics and Administrative assistants in the field offices whenever necessary.
• Perform other related duties as required or instructed, including providing support to other areas of Field Offices Coordination work as assigned
• REQUIRED QUALIFICATIONS

  Education

  Essential: – Completion of secondary school supplemented with experience or training in related administrative field.

  Desirable: Diploma or University degree in Business Administration, Social Sciences or related field.

  Experience

  Essential: A minimum of three years of relevant practical experience in administrative work.

  Desirable: Experience in the UN system is an asset, with a good knowledge of financial rules and regulations, procedures and practices of an organization in the UN system.

  Use of language skills

  Essential: Excellent knowledge of English Desirable: Knowledge of Simple Arabic

  Specific skills required:

• Training in or sound knowledge of administrative procedures.
• Familiarity with MS Office environment is a must
• Good organizational and interpersonal skills with ability to interact professionally and effectively with staff at all levels in an international environment.
• Proven capacity to work as a member of a team, in a proactive manner and works well under pressure.

  ADDITIONAL INFORMATION

  • This Vacancy notice may be used to fill other similar positions at the same grade level in other locations within South Sudan.
  • Remuneration

    equivalent to GS04 Level

  • Qualified females are encouraged to apply
  • Only candidates under serious consideration will be contacted.