Job Description

The Position:

The Programme Assistant position is located in the Country Office of UNFPA in Timor Leste, and provides support to officers in the programmes unit. S/he is part of the Programmes Unit, which provides programme and technical support within an engagement and solution center approach, fundamental to UNFPA South Africa’s overall strategy. The Programme Assistant is responsible for supporting the activities of the programmes unit including, among other things, programme design and implementation, research, and data analysis.

The Programme Assistant plays a key role in supporting the programmatic and operational area, assisting with the management of project activities, and contributing to the smooth functioning of technical and operational processes.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

The Programme Assistant role is a vital link between the programme and technical teams, assisting in data management, and coordination efforts that empower the team to make informed decisions and maximize impact. If you are organized, proactive, and thrive in a collaborative environment, this position offers a unique opportunity to contribute to a mission-driven organization and make a tangible difference in the lives of people across the region.

You will apply established UNFPA systems and procedures and assist in the creation of substantive knowledge by compiling, synthesizing and analysing information relevant to population and development, reproductive health and gender issues.

The Programme Assistant maintains collaborative relationships with all programme and project staff at the Country Office.

You would be responsible for:

A. Supporting the Programme Team in the CO

• Assist in the preparation of programme work plans, budgets, and proposals; perform data entry and updates in the UNFPA Enterprise Resource Planning (ERP) system, especially Quantum and Quantum Plus, related to programme activities, including project details, budgets, and expenditures, support the monitoring of programme activities and expenditures against approved work plans and budgets.
• Collect, compile, and analyze programme data and information for reporting and decision-making; prepare draft reports, presentations, and other programme-related documents.
• Facilitate communication and coordination with implementing partners, government counterparts, and other stakeholders.
• Maintain accurate and up-to-date programme files, documentation, and partner records, including project progress reports, work plans and budgets in compliance with UNFPA guidelines and programme documents.
• Provides logistical support to programme events by gathering and compiling data and information for the preparation of events documents, speeches and position papers. This includes (but is not necessarily limited to) preparing and distributing Chart of Account (COA) authorization letters; collecting and following up on nominations and registration; preparing list of participants; managing programmes related travel and visa requirements; circulating event materials.

B. Research and Knowledge Management Sharing Support

• Perform research assistance duties including bibliographic and database searches; summarize information and draft contributions to CO reports, papers, technical notes, and publications.
• Identify sources, and gather and compile data and information for the preparation of the documents, guidelines, speeches and position papers.
• Contribute to the uploading and maintenance of selected information to the UNFPA intranet and related platforms; assist in the archiving, filing, and maintenance of up-to-date electronic mailing lists on programme matters.

C. Programme Operational Support

• Process programme-related financial transactions, including requisitions, purchase orders, and payment requests, ensuring compliance with UNFPA financial rules and regulations.
• Review incoming correspondence, collect and prepare necessary information for reply/action, and draft and finalize response.
• Support procurement activities in regard with the events for the programmes team, ensuring compliance with UNFPA procurement procedures.
• Stand in for other programme team members on selected functions as required.
• Produce monthly reports on the financial status of programmes or projects.

Carry out any other duties as may be required by UNFPA leadership.

Qualifications and Experience:

Education:

• Completed Secondary Level Education required. A first level university degree in finance, public health, population, economics, demography and /or other related social sciences fields is preferable.

Knowledge and Experience:

• Five (5) years of relevant experience in social sector/programme development would be an asset;
• Knowledge of results-based management, asset and financial management;
• Good writing and communication skills;
• Proficiency in current office software applications and corporate IT systems.
  

Languages:

• Fluency in English and Tetum is required. Working knowledge of Portuguese would be an advantage.
  

Required Competencies:

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Core Competencies:

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact
  

Functional Competencies:

• Providing logistical support
• Managing data
• Managing documents, correspondence and reports
• Managing information and workflow
• Planning, organizing and multitasking
• Supporting financial data analysis
  
  

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.