Background
The CRSV Project Assistant is located in Country Office (CO), and works under direct supervision of Project Officer (70% time) and Joint Programme Coordinator (30% time), and overall supervision of UNFPA Assistant Representative.
The CRSV Project Assistant supports the planning, implementation of UNFPA’s component of Project on Conflict Related Sexual Violence (CRSV) by providing and managing data inputs, providing logistical and administrative support, monitoring project implementation and following up on recommendations.
S/he is responsible for establishing and maintaining good working relationships with related government officials, with civil society representatives and all other related partners. The main areas of responsibility of the CRSV Project Assistant will be administrative, financial, logistical and secretarial work within the CRSV project and other gender equality programme initiatives in the CO.
The CRSV Project Assistant maintains collaborative relationships with all programme and operations staff at the CO. Internal contacts include UNFPA Representative, Assistant Representative, Programme Analyst, CRSV Project Officer, Programme/Operations Assistant, Programme Finance Associate, the CO’s programme/technical team, and the CO’s administrative/operations team.
Duties and Responsibilities
Under the overall supervision of the Assistant Representative, the key responsibilities of the CRSV Project Assistant entail the following:
- Drafts/produces various documents to help with management monitoring of CRSV programme (both UNFPA component, and supporting materials for the CRSV Joint Programme Coordinator, e.g. AWP, summary table of overall programmatic expenditures, determination of unutilised funds, etc.);
- Support Joint Programme Coordinator in preparation of materials concerning JP presentation to internal and external stakehilders;
- Checks FACE and other programme related reports;
- Supports maintaining of electronic and hard copy records (programmatic and financial);
- Supports organization of advocacy and other events: undertakes logistical administrative and financial arrangements, in consultation with the office, for meetings, workshops and other events;
- Performance of a role in Atlas and preparation of either requisitions or the POs for all the activities;
- Supports organization of procurement processes including receipt of quotations, bids or proposals;
- Perform Vendor preparation Form and their registration in the system and maintain vendors for UNFPA BiH CO;
- Supports the recruitment of ICC consultants, budget drafting and processes documentation for recruiting consultants in accordance with recruiting rules and regulations;
- Performs other duties as may be required and requested by the Assistant Representative.
- Provides logistical, administrative and secretarial support for CP evaluation, CCA development, UNDAF development and related processes, and programme management.
Summary of key functions:
- Administrative and organisational support to programme implementation and organisation of various events.
- Maintenance of relevant records relating to recruitment of consultants and procurement processes.
- Preparation of background materials and supporting documents for programme delivery.
Supports the assessment of gaps, planning and implementation of the preparedness activities as established in the Annual Preparedness Action Plan (contribution to quarterly updates on the MPAs and MPRs as needed in the online MPA monitoring module for CO); Liaise with the other Preparedness Team members, in the implementation of tasks in order to ensure participatory and quality inputs
Impact of Results
The key results have an impact on efficient, effective, transparent and accountable implementation of the programme delivery.
Measurable outputs of the work assignment:
- Timely and accurate processing of supporting documentation, relating to recruitment and procurement processes;
- Timely inputs to preparation of project related documents and materials;
- Successful admin and logistical support in organisation of key events;
- Regularly updated programme contacts’ database;
- Maintenance of programme meeting’s records; adequate archiving of programme related documents.
Performance Indicators for evaluation of results:
- Up to date archive of supporting documentation, relating to recruitment and procurement processes programme meetings’ minutes contacts’ database;
- Administrative, financial and logistical arrangements for organisation of programme workshops, trainings and other events are made in a timely manner, in accordance with organisational policies and in a way that is respectful to stakeholders
- Efficient support provided to programme staff in obtaining programme-related information (including the statistics) from internal and external sources
- Efficient support provided to admin and finance staff in preparing and reviewing administrative and financial documentation (internal or the one of IPs), including support to recruitment of consultants and staff. Payments (RFPs and POs) timely prepared and processed. Vendors timely entered and/or edited
- Timely provision of inputs to emergency preparedness.
Competencies
Values
- Integrity/Commitment to mandate
- Acts in accordance with UN/UNFPA values and holds himself/herself accountable for actions taken. Demonstrates personal commitment to UNFPA's mandate and to the organizational vision.
- Knowledge sharing/Continuous learning
Takes responsibility for personal learning and career development and actively seeks opportunities to learn through formal and informal means. Learns from others inside and outside the organization adopting best practices created by others. Actively produces and disseminates new knowledge.
Valuing diversity
- Demonstrates an international outlook, appreciates differences in values and learns from cultural diversity. Takes actions appropriate to the religious and cultural context and shows respect, tact and consideration for cultural differences. Observes and inquires to understand the perspectives of others and continually examines his/her own biases and behaviors.
- Managing Relationships
- Working in teams
- Works collaboratively with colleagues inside and outside of UNFPA to allow the achievement of common goals and shared objectives. Actively seeks resolution of disagreements and supports the decisions of the team.
- Communicating information and ideas
- Delivers oral and written information in a timely, effective and easily understood manner. Participates in meetings and group discussions actively listening and sharing information. Frankly expresses ideas with the intent to resolve issues, considers what others have to say and responds appropriately to criticism.
- Conflict and self-management
- Manages personal reactions by remaining calm, composed and patient even when under stress or during a crisis and avoids engaging in unproductive conflict. Expresses disagreement in constructive ways that focus on the issue not the person. Tolerates conditions of uncertainty or ambiguity and continues to work productively.
- Working with people
Empowerment/Developing people/Performance management
Integrates himself/herself into the work unit seeking opportunities to originate action and actively contributing to achieving results with other members of the team. Knows his/her limitations and strength, welcomes constructive criticism and feedback and gives honest and contractive feedback to colleagues and supervisors. Seeks new challenges and assignments and exhibits a desire to learn. Accepts responsibility for personal performance participating in individual work planning and objective setting seeking feedback and acting to continuously improve performance.
Personal Leadership and Effectiveness
Analytical and strategic thinking
Uses appropriate analytical tools and logic to gather, define and analyze information, situations and problems and draws logical conclusions from data. Demonstrates an ability to set clear and appropriate priorities focusing on tasks and activities which have a strategic impact on results. Anticipates and meets information needs of the team and other stakeholders.
Results orientation/Commitment to excellence
Strives to achieve high personal standard of excellence. Takes action that goes beyond responding to the obvious needs of the situation and persists until successful outcomes are achieved.
Appropriate and transparent decision making
Makes timely and appropriate decisions taking into consideration various and complex issues and takes responsibility for the impact of decisions. Inquiries to understand the perspectives of others and continually examines his/her own biases and behaviours.
Functional Competencies:
Results-based programme development and management – Contributes to achievement of results through primary research and analysis and effective monitoring of programme/ project implementation. Uses analytical skills to identify opportunities for project development and participates in formulation of proposals ensuring substantive rigour in the design and application of proven successful approaches.
Innovation and marketing of new approaches – enhances existing processes and products. Documents and analyzes innovative strategies, best practices and new approaches. Adapts quickly to change.
Leveraging the resources of partners/ Building strategic alliances and partnerships – Establishes, maintains and utilizes a broad network of contacts to keep abreast of developments and to share information. Analyzes selected materials for strengthening strategic alliances with partners and stakeholders.
Resource mobilization – Provides inputs to resource mobilization strategies analyzing and maintaining information and databases on donors and developing database of project profiles for presentation to donors.
Required Skills and Experience
Education:
University degree in social policy, development, psychology, business.
Secondary education with additional three years of experience may be accepted in lieu of BA.
Knowledge and Experience:
- Professional level with a minimum of two years (five years with secondary education) of experience in project assistance, preferably in international development organizations;
- Demonstrable experience in administrative, clerical, financial and logistical work;
- Experience in partnering with government institutions and CSOs;
- Proficiency in MS Office (MS Word, Excel and Outlook) software applications.
- Knowledge of financial and web management programmes would be an asset.
- Fluency in English is required.
Disclaimer
Important applicant information
All posts in the SC categories are subject to local recruitment.
Applicant information about UNFPA rosters
Note: UNFPA reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNFPA at the same grade level and with similar job description, experience and educational requirements.
Workforce diversity
UNFPA is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
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