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Program Assistant
UNFPA
 Vacancy No: 01-2016(Re-Advertisement)
 Contract Type: Individual Contract
 Grade Level: GS-5
 Duty Station: Khartoum
 Duration: 11 Months
 Closing Date: 07 May 2016

 
 Background:

Organizational Context:

 

Starting 2007 UNFPA signed the first agreement with UNDP as Sub-Recipient for implementation of GF HIV/AIDS interventions.  Programmes have grown substantially over the time, and implementation has become increasingly complex, requiring substantial administrative support, technical backstopping and ongoing monitoring. In 2015 UNFPA signed the latest agreement on the NFM in which the Financial Audits are stated as condition in the current agreement.

Implementation will be increasingly through national execution (NEX). In situations where there is lack of national capacity and according to projects different natures; UNFPA will directly implement the programme (DEX) through Civil Society Organizations and Academic Institutions. In both implementation modalities; capacity building for implementing partners and finance monitoring are very crucial for smooth and successful programme implementation.

In this regard UNFPA CO in Sudan is recruiting a Finance Monitoring Assistant, under the supervision of HIV/AIDS Officer, to assists in the overall financial and administrative matters in support of HIV/AIDS interventions, ensuring high quality and accuracy of work.



 
 Duties and responsibilities:

Under the direct supervision of the HIV officer, the Programme Assistant works in close collaboration with the HIV/AIDS finance monitoring officers and other Programme staff and acts as a liaison with Operations (Procurement, Finance, Logistics, HR and Travel) and ensures consistent service delivery. He/She will support the design, planning, monitoring and implementation of HIV/AIDS related interventions in the 18 states of Sudan, and will be based on Khartoum office with often monitoring mission to the field states.

A.  Financial Administration:

  1. Assist in producing regular budget and expense reports for review by programme staff to track implementation rates and identify gaps in funding;   
  2. Assists the Programme Officers and finance monitoring officers to monitor Implementing Partners fund releases against financial reports by reviewing financial reports against agency guidelines and checklist;
  3. Provides support in the  development and adaptation of tools and guidance in finance monitoring and evaluation and support their use for capacity development of HIV programme partners;
  4. Follow up with partners to ensure that finance monitoring system is adequately followed, and that data collection and analysis from the field is coordinated and standardized across the HIV programme partners;
  5. Assists the Finance monitoring officers in processing of payments related to HIV programme implementing partners in ATLAS after verification of supporting documents and follow up with Finance department and Implementing partner on the status of issuance and receipt of payment;
  6. Selects and enters financial data from a variety of documents, verifying accuracy by checking sources, making necessary calculations and assuring inclusion of all relevant data, and ensuring that expenditures are in accordance with UNFPA Rules and procedures and are in line with project document.  
  7. Initiates correspondence to verify data, answers queries and obtains additional information on financial transaction, as required;
  8. Assist in monitoring the status of the HIV Programme Operating Fund Accounts and propose action for the timely clearance of expenditures; as well as assist in monitoring the status audit matters.

B.  Procurement and Logistics:

  1. Assist with logistics associated with programming including liaising with suppliers;
  2. Consolidate procurement plans in consultation with HIV/AIDS Officers and in line with programme budgets and UNFPA policies and procedures;

C.  Administrative Support:

  1. Assist in maintaining updated programme and grant filing in compliance with UNFPA policies and procedures;
  2. Support with administrative and logistical tasks as assigned;

D. Programme Support:

  1. Assists in developing tools and mechanisms for effective and efficient monitoring of HIV programme activities, coordinates compilation of financial data and provides accurate and up-dated financial information to HIV Programme Officers.
  2. Support Programme Officers in analyzing and reporting on implementation of the assigned programme activities and monitoring  programmme expenditures and disbursements to ensure delivery is in line with approved budgets;
  3. Follow up all logistical, financial and contractual matters related to facilitation of  the work of consultants, advisors and experts involved in the implementation of the HIV programme;
  4. Provide other forms of assistance as required and instructed by the direct supervisors.

 
 Minimum Qualification, Skills and Experience Required:

Education:

Completed secondary level education required. First level university degree in public administration, finance, or economics desirable.

Experience:

Minimum 5 years of relevant professional experience in administration, procurement, logistics & finance. Knowledge of program and project management processes; providing general support with an emphasis on information management, research, basic financial and program monitoring.

Languages:

Fluency both written and oral, in English and Arabic.

Computer Skills:

Proficiency in current office software applications. Knowledge of ATLAS is an advantage.

Required Competencies:

 

Values:

  • Exemplifying integrity
  • Demonstrating commitment to UNFPA and the UN system
  • Embracing Cultural diversity
  • Embracing change

 

Core Competencies:

  • Achieving results
  • Being accountable
  • Developing and applying professional Expertise/business acumen
  • Thinking analytically and strategically
  • Working in teams/managing ourselves and our relationships
  • Communicating for impact

UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life.  We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. Notice: There is no application, processing or other fee at any stage of the application process.  UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status


UNFPA offers an attractive compensation package commensurate with experience







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