Programme Assistant job vacancies- UNCDF Ghana

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Duties and Responsibilities

Summary of key functions:

  • Support project implementation focusing on achievement of the programme results;
  • Collect, analyse and present information for identification of areas for support and programme implementation;
  • Create projects in Atlas, prepare budget revisions, revision of project award and project status, determine of unutilized funds, manage operational and financial closure of a project;
  • Presentat information for audit;
  • Make budget checks for requisitions, POs and vouchers to confirm they are adequately labeled;
  • Develop annual budget for office expenditures;
  • Create requisitions in Atlas;
  • Request payments (against Purchase Order (PO) /contract/agreement, and non-PO payment vouchers), dispatching the same;
  • Request certificates of payment from consultants and preparing payment requests;
  • Assist the Programme manager to resolve questions related to budgets, payments, procurement and resources;
  • Maintain records on assets management, prepare reports;
  • Maintain files and records relevant to office maintenance;
  • Collect information for DSA, travel agencies and other administrative surveys, support to organization of common services;
  • Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
  • Maintain filing system ensuring safekeeping of confidential materials;
  • Provide support to maintenance of common premises and common services;
  • Organize shipments, customs clearance arrangements, prepare documents for shipments and mail (received/sent);
  • Translate simple correspondences, when needed;
  • Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents;
  • Daily supplemental allowance (DSA) calculations for team and travel claims for team;
  • Administrative support to conferences, workshops, retreats;
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The key results have an impact on the overall performance of the Programme and will contribute to the success in the implementation of the programme strategies. The team will be well-functioning receiving adequate support from other UN units, which maintains a high level of service and professionalism with its partners, contractors, vendors and other stakeholders.

 

Core Competencies

Innovation

Analyzes and recommends

  • Analyzes complex technical materials (including data) and makes concise, relevant recommendations
  • Contributes reliable production of knowledge services and transactions
  • Identifies and addresses potential challenges quickly and develop action plans
  • Sees specific opportunities for immediate improvement within own field

Leadership

Takes initiative

  • Identifies opportunities and challenges and recommends options
  • Checks assumptions against facts
  • Assumes responsibility for decisions and outcomes
  • Shares information proactively, also when not required to do so

People Management

Seeks opportunities to learn and share

  • Demonstrates behaviors such as teamwork, knowledge sharing, maintaining relationships
  • Recognizes potential roadblocks to completing tasks and seeks guidance from
  • supervisors to address issues.
  • Based on formal and informal feedback received, takes action to address areas for
  • growth and improvement
  • Encourages team engagement
  • Produces new ideas and approaches in relation to own role
  • Distinguishes between high and low performers objectively
  • Expresses encouragement to those who try to develop or who show improvement
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Communication

Listens, eager to develop professional voice, shares information

  • Learns to relate constructive knowledge to others
  • Presents coherent analysis
  • Adds rigor and technical expertise to discussions
  • Represents self and work with appropriate professional standards
  • Eager to voice new ideas
  • Productive in challenging situations
  • Demonstrates a desire to support colleagues by actively helping others

Delivery

Completes work under established methods

  • Meets goals and timelines for delivery of products or services
  • Embraces expanded responsibilities and challenges self to excel
  • Accepts responsibility for the outcomes of own work
  • Delivers as long as there are no major obstacles, follows rules and procedures
  • Looks for opportunities to improve performance in own specific area of expertise or span of control

Technical/Functional

Project Management

  • Performs defined tasks efficiently and deepens knowledge of area of work

Knowledge Sharing & Management

  • Performs defined tasks efficiently and deepens knowledge of area of work

Managing Complexity & Teams

  • Performs defined tasks efficiently and deepens knowledge of area of work

Client Orientation

Performs defined tasks efficiently and deepens knowledge of area of work

Required Skills and Experience

Education:

 

Secondary Education, preferably with specialized certification in Management, Accounting or Finance. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.

Work Experience:

Five (5) years progressively responsible administrative experience is required at the national or international level or;

  • Candidates having Bachelor’s degree or equivalent and two years of relevant work experience;
  • Specialized training in office management and administration is highly desirable;
  • Experience with a UN organization/agency is desirable;
  • Experience with ATLAS and UNDP Procurement Processes is desired, but not a requirement;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management system;
  • Prince2 training and certification, RMG – Desirable.
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Language Requirements:

Excellent speaking and proficient writing skills in English are necessary.

Working knowledge of French and local language is considered an asset.

HOW TO APPPLY

CLICK HERE TO APPLY

DEADLINE: 31/03/2020

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