The posting
Job Description
Scope of work:
A) Programme support
● Assist in programme formulation and annual work-plans, maintain and update project profiles, including progress reports and work-plans in compliance with programme implementation guidelines.
● Provide administrative guidance to implementing partners on routine implementation of projects, tracking use of financial resources ensuring timely receipt of accurate FACE requests and reports and reviewing IP requests for advances and direct payments. Monitor status of the Operating Fund Accounts of Implementing Partners.
● Provide logistical and administrative support to implementation programme, ensuring that meetings and workshops are well organized and reports thereof duly drafted and submitted.
● Contribute to the creation and sharing of knowledge by synthesizing and documenting findings and lessons learned, success stories and best practices, strategies and approaches of the CO.
● Assist the programme team in providing support to implementing partners on knowledge management and
programme implementation through maintaining easy reference and friendly access to contacts and mailing lists of partners, key stakeholders, consultants, UN agencies, donors, institutions, individuals, and other contacts.
● Provide administrative support for the participation of programme team in learning/ knowledge sharing activities, compiling reports and following up on actions.
B) Administrative Support
● Draft meeting notes correspondence, document for responses to routine matters relating to the country programme operations, in conformity with established procedures, ensuring clarity, accuracy of spelling, punctuation and formats prior to submission for signatures.
● Prepare information and/or briefs, summaries and background documentation required by programme staff for official missions, programme functions, seminars, conferences, events and meetings including arranging audio-visual aids as required, projector and screen, preparing powerpoint presentations and computer-generated visuals such as graphs.
● Provide administrative support to effectively maintain the Country Office filing system; set up a follow up system to reduce repetitive action or filling gaps; manages online database of implementing partners; assists in archiving and maintaining up-to-date electronic documentation.
● Collect programme related information and procurement needs, supporting programme personnel in their annual work plans, monitoring and follow-up with Implementing partners on submission of progress and financial reports.
● Liaise with Administrative Associate Human Resources Focal point on managing contracts of consultants including entering the relevant requisition facilitating release of payments, extensions, etc;
● Assist the programme team in providing support to implementing partners on knowledge management and
programme implementation through maintaining easy reference and friendly access to contacts and mailing lists of partners, key stakeholders, consultants, UN agencies, donors, institutions, individuals, and other contacts.
● Provide administrative support for the participation of programme team in learning/ knowledge sharing activities, compiling reports and following up on actions.
Duration : 6 months
Place where services are to be delivered: Monrovia, with travel outside Monrovia/Montserrado (if applicable)
Delivery dates and how work will be delivered: The consultant will work and be paid monthly and perform the tasks listed above
Supervisory arrangements: The position will report to the Programme Associate – Coordination and HACT and work closely with the Country Office Programme and Operations staff with support from the Senior Management Team.
Expected travel: the consultant may be expected to travel outside of Monrovia on a need’s basis.
Required expertise, qualifications and competencies, including language requirements:
Education: ● Completion of High School Secondary Level Certificate/Diploma is required.
● First level university degree/professional certification in business administration or related fields is highly desirable.
Knowledge and Experience:
● Minimum of five years of relevant experience in an administrative support role in the public, multilateral or
private sector level.
● Some experience in providing programme management support services. Experience in drafting correspondence in a clear, accurate and concise manner
● Some experience in research assistance and general
understanding of monitoring and evaluation is desirable
● Familiarity with UN procedures, protocol, administrative
regulations and working methods especially UNFPA mandate,
its policies and operations in Liberia is highly desirable.
Skills
● Good planning and organizational skills, sound judgment, initiative, ability to set priorities and work
independently and under pressure.
● Good interpersonal, communication, multitasking, oral and writing skills.
● Ability to work independently and harmoniously in a multicultural and multi-ethnic team environment.
● Ability to work under minimum supervision and against tight deadlines.
● Good level of confidentiality, tact and discretion.
● Proficiency in the usage of current office software applications, web-based management and ERP systems.
Language:
● Fluency in English is required with excellent oral, written communication skills; Working knowledge of other local
languages is desirable.
Inputs / services to be provided by UNFPA:
UNFPA will provide the consultant with an office space, laptop and items necessary to facilitate this consultancy.
Other relevant information or special conditions, if any:
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need consultant who is transparent, exceptional in how they manage the resources entrusted to them and
who commit to deliver excellence in programme results.
