Call for Roster- Programme Assistant

Programme Assistant would be responsible for:

• Provides significant input into arranging programme activities, including supporting programme officers in preparation of budget, arranging venues, materials, helping in preparation of the presentations.
• Contributes to the preparation of programme and financial reports and follow up actions by collecting information, preparing tables, drafting selected sections of the report etc.
• Assists in developing tools and mechanisms for effective and efficient implementation of programme and project budgets.
• Assist to CO programme by providing information for controlling allotments, monitoring expenditures and preparing budget revisions.
• Assists with programme related procurement of services/goods and ensures that procurement is in accordance with UN Procurement Procedures: collects supporting documents; obtains price quotations and prepares comparative tables; makes logistical arrangements for the delivery, including customs clearance and distribution; obtains Receipt and Inspection Reports and acceptance reports from national counterparts.
• Compiles relevant background materials and prepares briefs and summaries if requested. Maintains database of public information contacts and potential donors.
• Arranges programme meetings, including organizing the venue, preparing draft minutes of programme meetings, communicating draft minutes to the participants and receiving feedback. Ensures quality and completeness of filing of programme documents.
• Assists in the archiving, filing, and maintenance of up to date electronic mailing lists on programme and technical matters.
• Undertakes all logistical, administrative and financial arrangements required for the successful planning and delivery of technical workshops, inter-agency meetings, panel discussions, roundtables, missions, and other events organized by the output managers in close collaboration with the operations team. This may include liaising with event management companies and caterers supporting the procurement process for these and related services.
• Provides logistical support to programme events by gathering and compiling data and information for the preparation of events documents, speeches and position papers. This includes (but is not necessarily limited to) preparing and distributing COA authorization letters; collecting and following up on nominations and registration; preparing list of participants; managing programme related travel and visa requirements, circulating events materials.
• Performs assigned tasks within Global Programming System for UN project management and assists in the implementation of HACT assurance activities (spot check, audit, micro-assessment, etc.)