Job Description

Under the supervision and guidance of the supervisors, the Programme Associate will support in carrying out a range of programme support functions to help develop, implement and monitor their ongoing programme, ensuring effective and timely delivery that is consistent with UNICEF rules and regulations.   

The Programme Associate works in close collaboration with a range of staff in ROSA, UNICEF Country Offices, external partners and agency counterparts in support of programme design and delivery. S/He will provide regular feedback on the status of projects through monitoring milestones and advises on improvements to keep activities on track.

Summary of key functions/accountabilities:

Administrative support:

• Oversee all procurement for equipment, supplies and services for supporting section including, but not limited to, checking available of vendors, obtaining quotations, and finalize contracting.
• Process travel authorization in VISION obtaining approvals through SharePoint and using appropriate funding source.
• Maintain updated telephone tree for supporting section.

Financial support:

• Regularly monitoring budgets and financial expenditures of section by employing applicable tools, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision and/or follow up.
• Prepare monitoring and reporting information for supervisor and team on agreed performance indicators to drive more efficient management and accountability for results.
• Assist to prepare periodic or ad-hoc financial reports relating to country office and donors to support the office in optimizing use of programme funds.
• Assist in planning fund utilization according to workplan activities and support the Sections in managing funds.
• Carry out transactions in VISION ensuring programme results, activities and programme coding are as per annual work plans (AWPs), and making amendments and alterations as per section revisions when necessary.
• Carry out transactions in VISION pertaining to grants and programme-related items for his/her section including but not limited to registering grant allotments and tracking expiring programme grants.
• Provide support with cost estimation for the procurement of services (consultancy) and equipment.
• Process timely payment through ROSA BSC.
• Work closely with the Communication Associate (Social Media) to process disaggregated payments for digital marketing invoices. Liaise with country offices to provide FCs for payment processing.

Human Resource support:

• In coordination with ROSA HR, lead the finalization of TOR/Low-Value Contract providing inputs on funding source, budget estimation, checking availability of candidates from roster.
• Create PRQs (for individual consultancy) and FCs (low-value contracts, interns, UNVs) and obtain approval using appropriate funding sources.
• In coordination with ROSA HR, ensure contracts/offers are issued before contract start date.
• Support with no-cost extension or cost-based extension with required documents are submitted to HR in a timely manner.
• Maintain the ROSA roster for content writers, editors, photographers, videographers, graphic designers and animators for South Asia region.

Knowledge management & Partnership support:

• Review information available in VISION performance Management system and grant utilization report to monitor FC, FR, PREQs, status of DCT payment and its liquidation, utilization of funds, status of POs (institutional and individual consultant contracts) including low-value contracts, processing vendor registration (MDM) including updates.
• Maintain and store all documents/files section-wise/year-wise and uploads/updates in ROSA ECM (Enterprise Content Management).
• Update section-wise contact/mailing list including respective section colleagues from South Asia country office and update NYHQ.
• Provide briefings to new staff members/consultants/contractors/interns/UNVs in the section.
• Provide support in drafting SSFA, programme documents, work plan, non-PRC submission form for partnership with IPs and CSOs. Provides guidance to implementing partners on FACE form submission.
• Supporting the programme section in researching, compiling and analyzing qualitative and quantitative data and information from a variety of sources on subject matters relevant to the work of the section to facilitate programme delivery as well as preparation of reports, working papers and presentations. 

• Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the work of the organization.
• Experience: A minimum of six years of administrative or clerical work experience is required. Previous experience in similar programme support functions is an asset. Strong interpersonal skills in being able to develop and maintain effective working relations with a diverse range of stakeholders. Ability to work independently, be proactive and possess strong organizational skills, with good attention to detail.
• Language Requirement: Fluency in English needed. Knowledge of another UN language is an asset. Knowledge of local working language of the duty station/region is desirable but not required.