Country Programme Assistant, Dar Es Salaam, Tanzania

Closing date: Wednesday, 7 January 2015

COUNTRY PROGRAMME ASSISTANT

Location : Dar es Salaam, TANZANIA

Application Deadline : 07-Jan-15

Type of Contract : FTA Local

Post Level : GS-5

Languages Required : English

Starting Date : (date when the selected candidate is expected to start)

19-Jan-2015

Duration of Initial Contract : 2 Years

Background

The Country Programme Assistant (CPA) post is located in an IFAD country office and reports directly to a Country Programme Manager or Country Programme Officer. S/He is accountable for a range of administrative and programme support functions pertaining to coordination and execution of field operations. The CPA's key results/major activities include:

• Project/Programme Support;
• Office Management and Logistical Support;
• Office Support.

Duties and Responsibilities

Peoject/ Programme Support

The CPA ensures the availability of timely, complete and accurate information and data for project and programme decision-making by, among other tasks:

• Undertaking basic research and performing comparative analysis of project/programme related data;
• Monitoring project implementation against established milestones, ensuring timely compliance with agreed deadlines;
• Acting as focal point in the review of the completeness of data in the RIMS reports with key monitoring and evaluation information; and entering the data into the IFAD system.

Office Management and Logistical Support

The CPA ensures that the full range of activities pertaining to country programme administrative operations follow established regulations, rules and procedures and that coordination with the host agency (e.g. UNDP, WFP, etc.) at the country level is effective and collaborative.

• Administrative responsibilities span travel, human resources (HR) and procurement, including inventory support, logistical arrangements related to missions and workshops in the country;
• Ttimely and accurate data entry in and extraction of data from IFAD systems;
• Maintenance and administration of the country office budget under instructions from the CPM.

Office Support

The CPA ensures a full range of effective support to the CO's professional staff including efficient incoming and outgoing communications (phone, hard copy and electronic):

• Final formatting and as required drafting recurring components of project and administrative documents, reports, correspondence, briefs, tables and graphs;
• Preparing and disseminating documentation for meetings;
• Establishing and maintaining office records including filing systems (hard copy and electronic);
• Uploading and profiling required documents in the Operations Library, and sharing information with project partners, especially the Country Programme Management Team (CPMT);
• Overseeing the maintenance of IFAD office furnishings and equipment.

Managerial Functions

The Country Programme Assistant is accountable for integrity and transparency in the administration of IFAD resources.

• This includes providing inputs into the country office budget preparation exercises and monitoring sub-allotments issued;
• Implementing procurement processes and assisting in contract close-out procedures;
• Effective use of ERP functionality for improved business results, simplification of transaction and reporting processes and improved client services.

Impact of Key Results/ Key Performance Indocators

The key results have an impact on the overall performance of the country office and success in the implementation of project/programme activities. Accurate data entry and presentation of information ensure proper programme decision-making. In the absence of a national Programme Specialist, the CPA is the institutional memory of and the continuity for the country programme. S/He is accountable for the full spectrum of administrative and standard project/programme support activities.

Representation/ Work Relationship

The Country Programme Assistant works in close collaboration with the professional staff in the CO, host agency counterparts and IFAD HQ to exchange information in support of programme delivery and administrative support. The incumbent is continually involved in enlisting the support and cooperation of the host agency as well as administrative units in HQ on a wide range of administrative matters.

Competencies

Organizationa

Strategic thinking and organizational development:

• Personal influence.

Demonstrating Leadership:

• Personal leadership and attitude to change.

Learning, sharing knowledge and innovating:

• Continuously seeks to learn, shares knowledge and innovates.

Focusing on clients:

• Focuses on clients.

Problem solving and decision making:

• Demonstrates sound problem solving and decision making ability.

Managing time, resources and information:

• Manages own time, information and resources effectively.

Team Work:

• Contributes effectively to the team.

Communicating and negotiating:

• Communicates effectively, creates understanding between self and others.

Building relationships and partnerships:

• Builds and maintains effective working relationships.

Technical/ Functional:

• In-depth knowledge of IFAD Country Office programme/project operations;
• Strong office management skills;
• Good organizational skills and attention to detail;
• Ability to effectively manage the country office's material resources and monitor its budget;
• Thorough knowledge of UN regulations and rules pertaining to travel, HR and procurement, including inventory control.
• Good analytical skills.

Required Skills and Experience

Education:

• Secondary Education Diploma in business administration is required or related field such as accounting procurement and finance.

Experience:

• At least five (5) years of progressively responsible administrative and/or programme experience of which at least one year of direct experience with UN administrative rules and regulations procedures and guidelines is required.

Computer skills:

• Full command of ERP information management systems and Microsoft applications (Word, Excel, PowerPoint) and electronic communications.

Language:

• Excellent written and verbal communication skills in English;
• Working knowledge of another official language (Arabic, French, or Spanish) is desirable.

Note

This post is open to Tanzanian Nationals.

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