Program Assistant

Post Title Program Assistant
Post Level GS6
Location Dar es Salaam Tanzania
Tvpe of Contract Fixed Term
Vacancy No. 2015/06 ,
Opening Date 9th March 2015
Closing Date 02nd April 2015


Background
UNICEF Tanzania is planning to recruit a Program. Assistant under the guidance of the Deputy
Representative, assist in information gathering, preparation of administrative and financial reports, logistics, administration, and monitoring in support of programme activities

Major Accountabilities

Manage secretariat for the Programme Management Team (PMT). This includes scheduling and announcing the meetings, preparing and sharing of documents prior to the meeting, taking minutes, follow up with relevant staff to ensure updating the status of action points, and keeping records of all the meetings and minutes for follow up and audit purposes.
Head secretariat for the Project Cooperation Agreement (PCA) Review Committee. This includes scheduling and announcing meetings, receiving all submissions from section chiefs and sharing them with Committee Members in advance of the meeting, take minutes of the meetings, review revised documents submitted by sections to ensure compliance with the Committee comments and recommendations prior to final signature by head of office. Keep records of all the meetings and minutes for follow up and audit purposes
Contribute to the preparation of reports, programme documents and submissions to government by providing information, preparing relevant tables and drafting routine sections. Maintain and update information and statistical data on assigned programme/project in consultation with the Specialist for easy retrieval and use for the Annual Report, Progress Report, Donor proposals, Donor reports, and other reports/documents. Participates in briefing and orientation of programme staff on administrative and financial work processes and procedures.
Provide general office support to the Deputy Representative's Office to arrange/schedule appointments; arrangements; draft correspondence; clears correspondence for conformity with established standards and accuracy before signature; receive, screen-log and route correspondence; and maintain follow up system. Maintain a proper filing and indexing system of all correspondence, administrative directives, policy documents and instructions. Provide support for external visitors to the section. Provide back-up support to the HACTJDCT team.
Keep abreast of UNICEF policies and procedures related to UNICEF assistance. Develop knowledge and skills for Risk Control and Self Assessment. Search for information in files, archives and on the internet/intranet.
Keep lists of name, addresses, and contact details of key partners, government officials, and members of the diplomatic corps. Manage the electronic database for the section: Act as backup for the Sr. Executive Assistant to the Representative.


Expected Qualification and Experience

Completion of Secondary School Education, preferably with additional Technical or University Training in fields related to the functional area, including relevant computer skills in Windows-based software office automation
Minimum 6 years of progressively responsible practical experience in administrative work, of which at least one year is related to support of programme activities.
Fluency in English and knowledge of Kiswahili is mandatory.

UNICEF Competencies
Core Competencies: Communication, Working with People, Drive for Results
Functional Competencies: Applying Technical Expertise, Following Instructions and Procedures,
Planning and Organizing
 

APPLICATION INSTRUCTIONS:

If you meet the above profile, please submit your application along with a copy of your CV. and P11, which can be obtained from http://unicef.org/about/employment/index_apply.html and address to The Human Resources Manager, UNICEF Tanzania Country Office, Oar Es Salaam . indicating clearly Vacancy No. 2015/06
• Only short-listed Candidates will be contacted.
• Applications not quoting the title and vacancy number will automatically be disqualified .
• DO NOT attach copies of your certificates/diplomas.
• No late application or telephone inquiries will be considered .
UNICEF is committed to gender balance and diversity without distinction as to race, gender or religion and without discrimination of persons with disabilities.

Qualified Female Candidates are encouraged to apply

UNICEF is a smoke-free environment