Programme Assistant

Background

Under the guidance and supervision of the Representative, OHCHR Liberia Office, the Program Assistant provides support to office Program Team and Operations performing a variety of standard Program and administrative processes ensuring high quality and accuracy of work. The Program Assistant promotes a client, quality and results-oriented approach.

The Program Assistant works in close collaboration with the office Country Team and UNDP staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Support to effective and efficient functioning of the unit (OHCHR Office)
Support to Program, administrative and logistical services
Support to office maintenance and assets management
Support to knowledge building and knowledge sharing
Support to implementation of OHCHR mandate in terms of project implementation and capacity building

2. Provide administrative support to the financial management of the spotlight project

Provide Program and administrative support in monitoring and preparation of budget and finance of programs/Projects
Process payment for consultants, as delegated;
Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
Make travel arrangements for Program Team, including travel requisitions and claims;
Draft minutes in meetings as delegated;
Assemble briefing materials and prepare power- point and other presentations, in collaboration with the program team.
Organized and coordinate filling of documents; maintain mailing lists.

3. Provide administrative support to resource mobilization, and coordinate the function of Human Resource

Organize, compile, and process documentation and information from donors, and program team as inputs to various databases and documents
Process claims for onwards submission to UNDP Procurement/Finance

4. Facilitation of knowledge building and knowledge sharing

Provide Program and administrative support to the organization of training for the office staff and program operations related issues.

Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative activities with UN/OHCHR rules, regulations, policies and strategies.
Provision of inputs to the OHCHR administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
Provision of inputs to preparation of administrative team results-oriented work plans.
2. Ensures effective and efficient functioning of OHCHR focusing on achievement of the following results:

Contacts with visitors and staff, arrangement of appointments and meetings, and/or taking minutes.
Coordination and liaison with other parts of the Integrated Office and UN Agencies
Ensures effective Program, administrative and logistical support, focusing on achievement of the following results:

Support to organization of procurement processes.
Arrangements of travel and hotel reservations, preparation of travel authorizations.
Administrative support to conferences, workshops, retreats.
Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
Maintenance of the filing system ensuring safekeeping of confidential materials.
Extraction of data from various sources.
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
Assistance in the preparation of budget, provision of information for audit.
Provides support to office maintenance and assets management, focusing on achievement of the following results:

Maintenance of records on assets management, preparation of reports.
Maintenance of files and records relevant to office maintenance
Provision of support to maintenance of common premises and common services
5. Support knowledge building and knowledge sharing in the OHCHR, focusing on achievement of the following results:

Participation in the training for the operations/projects staff on administration.
Sound contributions to knowledge networks and communities of practice.

The key results have an impact on the efficiency of the OHCHR Liberia Office. Accurate presentation of information strengthens the capacity of the OHCHR’s office as an effective contributor to the processes of UN reform and integration and improved coordination leading to increased aid effectiveness.

Competencies

Core Competencies:

Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Self-development, initiative-taking
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Managing conflict

Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Informed and transparent decision making

Analyzes complex technical materials (including data) and makes concise, relevant recommendations
Proactively identifies new opportunities and challenges
: Takes ownership of responsibilities
Understands, explains and shares information on assigned tasks with accuracy and clarity
Meets goals and timelines for delivery of products or services;
Execute & Learn: Execute & Learn: Perform defined tasks
Performs defined tasks efficiently and deepens knowledge of area of work
Learn:Performs defined tasks efficiently and deepens knowledge of area of work
Technical Assistance: Performs defined tasks efficiently and deepens knowledge of area of work
Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Required Skills and Experience

Education:

·Secondary Education.
University Degree is desirable but is not a requirement

Experience:

5 years of relevant experience in administration or programmed support service, procurement and logistics. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems

Language Requirements:

Fluency in the UN and national language of the duty station.