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Role Specification


The Position:

The Program Assistant supports the Head of Office and the State Programme team in day-to-day management of the office, programme planning, implementation and monitoring activities of the State Office by providing effective and timely programme, administrative and logistics support. 





This post is non-rotational.


Background Information



Duty Station: Bhopal, M.P., India

Duration: One year, renewable

Post Type: Full time, Fixed-Term

Closing Date: Friday, 02 December 2021


Organizational Setting



UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.  UNFPA’s strategic plan, focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. 

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who uphold the values enshrined in the United Nations Charter, who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.




Main Tasks & Responsibilities


Job Purpose:

The Programme Assistant provides programme, research, administrative and logistical support to the team and plays a fundamental role in supporting planning and partnerships, effective project management to implementing partners and project teams for the implementation of the country programme.

You will be responsible for:


A. Effective Administrative Management of State office

  • Support the preparation and revision of the annual/quarterly work plans.
  • Support organization of travel/missions of staff, partners and consultants or experts as well as the organization of workshops seminars meeting and review.
  • Support internal and external information exchange system, with project managers and partners.
  • Assis with preparations for technical meetings and ensure that the documentation is complete and distributed on time.
  • Undertake all logistical and administrative arrangements required for the successful planning and delivery of technical workshops, inter-agency meetings, panel discussions, roundtables, missions, and other events organized by the programme staff in close collaboration with the operations team.
  • Assist assigned programme staff in monitoring and following up on the reporting status with regards to annual and final reports and donor reporting.


B. Support to Research and Knowledge Management Sharing

  • Provide support to preparation of programme events by gathering and compiling data and information for the preparation of events documents, speeches and position papers.  
  • Review incoming correspondence, collecting and/or preparing the necessary information for the reply/action, and preparing first drafts of responses to inquiries for action by the relevant supervising officers.
  • Manage and maintain an accurate e-filing system of projects and of all counterparts.
  • Maintain electronic mailing lists of partners, including implementing partners.
  • Prepare and distribute minutes and in a timely manner and assist the team coordinator by following up on agreed actions and implementation of tasks.
  • Effectively provide general research support from records and reports, and prepare periodic and ad hoc reports/briefs on programme and project activities.


C. Effective Programme, Financial and Operational support

  • Provides day-to-day support to programme financial operations in accordance with UNFPA rules, policies, procedures and processes and relevant Standard Operating Procedures.
  • Assists with programme procurement and planning, working together with the Administrative/Finance Associate and the Operations Team in the Country Office.
  • Provides logistical support programme activities (missions, trainings, conferences, workshops), including travel arrangements, accommodation). 
  • Ensures that travel arrangements and authorizations, mission requests, passport and visa requests and extensions, flight bookings and all other matters related to travel of international and national personnel inside and outside Ukraine are properly and timely authorized and processed.
  • Supports recruitment of Individual Consultants, ensuring necessary documentation is available for hiring, review and extensions.
  • Initiate request to Operations / Procurement Team in the Country Office to undertake procurement activities for planned workshop/event, coordinate and follow-up closely with the Procurement Team to ensure all necessary arrangements are in place.
  • Raise requisitions in ATLAS with input in close consultation with the respective programme staff.
  • Manages stationery and office supplies assists in purchasing office equipment, as required.


Carry out any other duties as may be required by UNFPA leadership. 



Qualifications and Experience



Completed Secondary Level Education required. First level university degree desirable.

Knowledge and Experience:

  • Five years of relevant experience in supporting project/programme management in private, national and/or international organizations.
  • Proficiency in current office software applications and a good basic knowledge of finances and mastery of a series of financial and spreadsheet software.
  • Previous experience in the UN, multilateral agencies, and/or NGOs is desirable.
  • Ability to work independently and in a team environment.
  • Good knowledge of ERP, PeopleSoft or other web-based integrated system required.
  • Good writing and communication skills.



Fluency in English (both oral and written) is mandatory. Working knowledge of one of the Indian official languages is desirable; knowledge of other UN languages is an asset.



Required Competencies




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

Functional Competencies:

  • Logistical support.
  • Managing data, documents, correspondence and reports.
  • Managing information and workflow.
  • Planning, organizing and multitasking.
  • Managing financial processes.
  • Job knowledge/technical expertise.


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




Compensation and Benefits


This position offers an attractive remuneration package including a competitive net salary plus, health insurance, pension and other benefits as applicable.





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