The Position:
The Programme Assistant position is located in the UNFPA Afghanistan Country Office. Under the direct guidance and supervision of the Assistant Representative, the Programme Assistant is a part of a team, which provides integrated programme and operational support within a systems-strengthening approach fundamental to UNFPA’s overall strategy.
Job Purpose:
Under the direct supervision of the Assistant Representative, and with the overall guidance of the programme team, the Programme Assistant delivers quality programme support services to principally internal but also external clients, mastering all relevant rules, guidelines, processes and procedures. S/He is client and results-oriented in services of the country programme.
S/He also applies established systems and procedures and assists 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 CO. Internal contacts include the Assistant Representative, Humanitarian Coordinator, and the CO’s operations team.
You would be responsible for:
As a member of the UNFPA CO team, the Programme Assistant provides support to the office, maintaining full confidentiality in all aspects of assignments, maintenance of protocol procedures, and information flow and following up on deadlines and commitments made.
- Receives visitors (arranges building access), places and screens telephone calls and answers with discretion, and responds to routine requests for information.
- Translates and drafts letters, memos and other documents as well as provides oral translation as needed.
- Ensures quality and completeness of filing of administrative documents.
- Handles travel arrangements for office personnel and colleagues on mission including visa, accommodation, transport arrangements, and tickets.
- Reviews procurement requests and initiates procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner; recommends procurement decisions. Contributes to the smooth running of the office by ensuring the provision and maintenance of services and supplies following processes and maintaining up-to-date inventory and records.
- Provides assistance to National Programme Officers and Finance Associates on procurement and administrative tasks related to the Reproductive Health component of the country programme.
- Act as the financial focal point for specific IPs and donors (fund codes).
- Acts as requester in Quantum.
- Provides assistance in ensuring logistics for UNFPA-organized office activities
- Liaises with relevant government departments and other state entities to obtain relevant clearances, and permission and handles customs clearances for shipments etc.
- Undertakes other tasks as may be assigned by his/her supervisor.
