Job Title: Programme Assistant
Location City / Town: Mozambique
More on Mozambique
Short Description/ Purpose of Job
In this regard, Mozambique Country Office is recruiting a UNV Project Field Coordinator and in alignment with delivering on its tripartite mandate and building synergies on other UN Women existing projects, to be based in Nampula. The UNV Project Field Coordinator for the Gender Equality and Women’s Empowerment will work “under the overall guidance and direction of the Head of Programmes/Programme Specialist. Furthermore, he/she will perform other tasks as delegated by the Country Representative and work closely with the relevant thematic leads and operations team members to ensure continuous technical direction and support to the implementation and monitoring of all ongoing Projects and interventions. S/he will coordinate all CO interventions in all areas as well relationships with UN Agencies, implementing partners and GEWE stakeholders particularly women’s organizations, networks, and movements.
Recruitment Description/ Key Accountabilities
Qualifications and Skills
Summary of Key Functions:
• Programme Management Support
• Financial Management Support
• Administrative Support
• Support resource mobilization
• Support knowledge building and knowledge sharing
1. Programme Management Support
• Provide programme and administrative support to the Programme Unit in designing, planning and management of the country programme by managing data and facilitating pro-gramme implementation.
• Support the preparation of various programme documents, such as work plans, budgets, reports, and proposals on programme implementation arrangements.
• Help the Programme team to analyze partners requests and prepare all background documents for approval.
• Assist the Programme team in analyzing partners reports and ensure timely submission.
• Organize programme meetings and elaborate minutes.
• Assemble briefing materials and prepare power-point and other presentations for the pro-gramme unit.
• Identify sources and gather and compile data and information for the preparation of documents, guidelines, and other material as required.
• Assist the programme team in reviewing and preparing documentation on the procurement of goods and services, and support contract tracking.
• Help the team in providing guidance to the country and project offices on routine implementation of the project, tracking use of financial resources.
• Participate in M&E field visits of various projects, elaborate and share reports.
• Facilitate the elaboration of the Roster of Consultants and other Services Providers for the Implementation of the Country Office Work Plan.
• Work closely with the M&E Specialist for the follow up of the quarterly and Annual Reporting.
2. Financial Management Support
• Support Programme Staff to initiation of budget revisions, determination of unutilized funds, operational and financial closure of the project.
• Track monthly, the financial reports of projects in Atlas to inform on project delivery and timely alert on any follow up that may be needed.
• Support the Programme Team to analyze the financial reports of projects including the FACE and their compliance with advanced funds.
• Create requisitions in Atlas for receipt of goods and services, including making budget check for requisitions, POs and vouchers.
• Organize, compile and process information from the donor as well as from the programme team and keep track of the information through databases and e-filing.
• Support the programme team in the tracking of and reporting on mobilized resources.
3. Administrative Support to the Programme Unit
• Provide administrative support to the programme team in the organization of events, meetings, and workshops.
• Make travel arrangements for the programme team and project staff, including preparation of travel requisitions and claims.
• Draft non-substantive correspondence.
• Maintain and organize up-to-date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.
• Create and maintain files of correspondence/documents and electronically received information and ensure up-to- date filing (SharePoint and OneDrive).
• Maintain both hardcopies and electronic copies of the office records and reference files on various subjects.
• Prepare presentation material/slides in Power-point for presentations for the meetings/workshops and keep all papers ready for meetings.
4. Strategic partnership and resource mobilization Analyze information on donors, prepare donor´s profile and database in conformity with UN Women Tools
• Review of contributions agreement, managing contributions in Atlas.
• Revise the draft of the pipeline projects elaborated by the Programme team.
• Track and reporting on mobilized resources.
5. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
• Participation in the preparation of Country Office and Projects trainings.
• Contributions to knowledge networks and communities of practice.
• Represent the Programme Unit in meetings as per request of the supervisor.
Administration
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English, Level: Fluent, Required Portuguese, Level: Mother tongue, Required
Secondary education
• Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the programme team, including logistical support. • Ability to provide input to business process re-engineering, elaboration, and implementa-tion of new data management systems.
• Ability to create, edit and present information in clear and presentable formats, using ap-propriate IT functionality.
• Ability to organize and complete multiple tasks by establishing priorities. • Ability to handle a large volume of work, also under time constraints.
• Ability to establish, build and sustain effective relationships with clients, demonstrating un-derstanding of client’s perspective; anticipates client needs and addresses them promptly.
• Ability to administer and execute financial processes and transactions.
• Ability to manage data, documents, correspondence and reports information and work-flow.
Category: NGO
Type: Full-Time
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