Programme Assistant (GS5), Guatemala City, Guatemala #00113722
Guatemala City (Guatemala)
UNICEF Guatemala is will hire a programme assistant to support the education section by carrying out a range of procedural, administrative, and operational tasks, to help develop, implement and monitor the Guatemala programme, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.
Under the close supervision and guidance of the supervisor, the programme assistant supports the respective section (s) by carrying out a range of procedural, administrative, and operational tasks, to help develop, implement and monitor their country programme, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.
Summary of key functions/accountabilities:
- Facilitating the processing of contracts for consultants, vendors and external partners that support the office in programme delivery. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements. Keeps vendor lists, partners, and consultant rosters up-to-date.
- Collecting invoices and filing documents for approval and thereafter processing in VISION and Mycase.
- Preparing and maintaining records, documents and control plans for the monitoring of project/programme implementation and financial expenditures.
- Supporting the management of administrative supplies and office equipment.
- Maintaining office calendar and arranging meetings. Taking minutes of meetings and keeping the correspondence of the team well organized.
- Providing travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaising with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
- Maintaining and updating a system which monitors the absence of staff.
- Preparing and maintaining records pertaining to programme planning and development for his/her respective section.
- Carrying out transactions in VISION ensuring programme results, activities and programme coding are as per annual work plans (AWPs), and makes amendments and alterations as per section revisions when necessary.
- Supporting capacity development activities, meetings and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts; arranging times through liaising with participants over availability; liaising with budget focal points and section over costs and needs; and preparing background materials for participants.
- Thorough knowledge of UNICEF administrative policies and procedures.
- Strong organizational, planning and prioritizing skills and abilities.
- High sense of confidentiality, initiative and good judgment.
- Ability to work effectively with people of different national and cultural backgrounds.
- Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint
- Strong office management skills.
Completion of secondary education is required, preferably supplemented by technical or university courses related to the work of the organization.
A minimum of five years of progressively responsible administrative or clerical work experience is required.
Fluency in English and Spanish are required. Knowledge of another official UN language or local language of the duty station is considered as an asset.
UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.
UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.
This is an internal vacancy announcement. In line with the DHR announcement on prioritization of Internal candidates and freezing on external recruitment, the term “internal” refers to all personnel with an ongoing employment relationship with UNICEF, including staff members on a continuing, fixed term and temporary appointment, individual contractors and full-time time-based consultants, and UNV. It does not include interns and employees of external entities performing duties for UNICEF. This definition defers from other policies (such as staff selection) in which the term “internal” refers to staff members on a continuing/fixed-term appointment.
Interested candidates must ensure their online application is complete and all required documents submitted in order to be considered.