Job Opening at United Nations Population Fund
POSITION: Administrative Assistant
Job Summary
The Administration Assistant, in collaboration with colleagues in the Country Office, offers overall administrative support to the Country Office in the implementation of UNFPA’s Programme, as outlined in the Ghana Country Programme.
You will report to the Administration/HR Associate, collaborate closely with the Procurement Associate, and assist operations, program, and project staff.
How to make a difference:
The UNFPA works to develop solutions to the difficulties that humanity faces today. Working along essential routes, the action will speed up the fulfillment of unmet family planning needs, put a stop to unnecessary maternal deaths, and eliminate gender-based violence and harmful practices. The UNFPA’s new strategic plan (2022-2025) envisions 2030 as the year when universal access to sexual and reproductive health and rights is achieved.
In a world where fundamental human rights are under threat, we require principled and ethical employees who reflect international norms and standards and will defend them bravely and with full conviction.
UNFPA is looking for applicants who can transform, inspire, and achieve high-impact and sustained results; we require staff who are transparent, excellent in how they handle the resources entrusted to them, and committed to delivering excellence in program results.
Job Purpose:
Working in a big and complex Ghana Country Office setting, you will assist the UNFPA Programme under the Country Programme Document (CPD) 2023–2027. The Administration Assistant provides high-quality services to both internal and external clients, adhering to all applicable rules, standards, processes, and procedures. You will interpret the rules, procedures, and guidelines in service of the Country Programme with a client-oriented, results-focused attitude, while also supporting and guiding colleagues in the Ghana Country Office. You will collaborate closely with Operations, Programme, and Project staff to support program operational and administrative activities.
Also, You will create, implement, and manage administrative processes and systems such as the register, record keeping, trip logistics, meetings, and internal communication.
You will use established processes and procedures to contribute to the generation of knowledge by gathering, synthesizing, and evaluating relevant data, building appropriate mechanisms and systems, and ensuring procedure compliance.
You’d be liable for:
- Contribute to the Operations Team’s annual work plan and assist with execution and monitoring.
- Support the creation and monitoring of the administrative budget, as well as ensuring that financial transactions adhere to UNFPA financial regulations and procedures.
- Propose techniques for improving internal controls and efficiency, as well as responding to audit findings.
- Assist with the deployment of corporate systems and applications to support finance, human resource management, and country office operations; develop processes and mechanisms for effective UNFPA resource management; and advise and educate project staff.
- Contribute to business process mapping and the development of internal standard operating procedures in all areas of the Operations Team’s duties.
- Contribute to the office’s seamless operation by ensuring the provision and maintenance of services and supplies, following up on processes, and maintaining current inventory and records.
- Assist with logistics for programme supplies received by the office, such as receiving and inspection, sampling, and keeping inventory and records up to date.
- Assist in keeping asset records in the office up to date by ensuring that assets are documented correctly and on time in the appropriate systems.
- Support and guide the Country Office on operational concerns.
- Assist with the Country Office’s internal and external audits, as well as the implementation of audit action plans.
- Assist in the delivery of Human Resources services under UNFPA guidelines, laws, and corporate policies and strategies.
- Answer a variety of complex questions while also assisting in the settlement of numerous daily challenges to facilitate the maintenance of the correct relationships and support partnerships and activities with diverse suppliers within the area of responsibility.
- Assist with procurement processes under UNFPA guidelines, regulations, and business policies.
- Help keep a supplier database up to date.
- Any other duties assigned by the supervisor after consultation with management.
Qualifications & Experience:
Education:
- Secondary level education is required.
Knowledge and experience:
- A minimum of three years of relevant work experience in a comparable position in the public or private sector.
- Knowledge of the United Nations’ processes and procedures would be advantageous.
- Experience with Microsoft Office software packages, cloud apps like Google Suite, and web-based ERP management systems such as Oracle, Quantum, QuantumPlus, Quantum PowerBI, and others.
- Worked successfully as part of a multidisciplinary team.
Languages:
- Fluency in English is required; knowledge of other official UN languages, particularly French, is preferred.
Required Competencies:
Values:
- Exhibiting integrity
- Showing commitment to UNFPA and the UN system,
- Accepting cultural diversity
- Embracing Change
Functional competencies:
- Advocacy / Promoting a policy-oriented agenda
- Using the resources of national governments and partners to form strategic alliances and partnerships.
- Delivering results-based programming
- Internal and external communication, and advocacy for results mobilization
Core competencies:
- Achieving Results
- Becoming accountable
- Developing and using professional skills or business insight.
- Think carefully and strategically.
- Working in teams, controlling ourselves and our relationships
- Communicating for Impact
How to Apply for this Job at the United Nations Population Fund
Closing Date: November 22, 2024
NOTE:
It is important to keep in mind that employers receive many applications for each job posting and will only select the most qualified candidates. Furthermore, NewsNowGh does not have any influence over the decisions made by employers/recruiters. As a result, we cannot guarantee that sending applications will lead to candidates being shortlisted or selected for a particular position.
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