Job Description
The Position:
The Administration Assistant, while working closely with colleagues in the Country Office, provides overall administrative support to the Country Office in the implementation of UNFPA’s Programme, as stipulated in the Ghana Country Programme.
You will report to the Administration/HR Associate, work closely with Procurement Associate, and support operations, programme and project staff.
How you can make a difference:
UNFPA strives to find solutions to the problems that humanity faces today. Working along critical pathways, the action will accelerate the fulfillment of unmet needs for family planning, ending preventable maternal deaths, and ending gender-based violence and harmful practices. UNFPA’s new strategic plan (2022-2025), leads to 2030 and the achievement of universal access to sexual and reproductive health and reproductive rights.
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 are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
Job Purpose:
Working within a large and complex Ghana Country Office environment, you will support the UNFPA Programme in line with the Country Programme Document (CPD) 2023 – 2027. The Administration Assistant delivers quality services to internal and external clients mastering all relevant rules, guidelines, processes and procedures. You will take a client-oriented results-focused approach to interpreting the rules, procedures and guidelines in service of the Country Programme, providing support and guidance to colleagues in Ghana Country Office. You will work closely with Operations, Programme and Project staff providing support in programme operational/administrative processes.
You will develop, implement and maintain administrative processes and systems including the registry, record keeping, travel logistics, meetings, and internal communication.
You will apply established systems and procedures and assist in the creation of knowledge by compiling, synthesizing and analyzing relevant information, developing appropriate mechanisms and systems and ensuring compliance with procedures.
You would be responsible for:
- Contribute to an annual work plan for the Operations Team and assist with its implementation and monitoring.
- Support the preparation and monitoring of the administrative budget and ensure financial transactions are in accordance with UNFPA financial rules and procedures.
- Propose procedures to improve internal controls and efficiency and respond to audit issues.
- Assist with the implementation of corporate systems and applications in support of finance and human resource management and country office operations, create systems and mechanisms for effective management of UNFPA resources, and advise and train project staff.
- Provide inputs to business process mapping and establishment of internal standard operating procedures in all areas of the Operations Team’s functions.
- Contribute to the smooth running of the office by ensuring provision and maintenance of services and supplies following-up processes and maintaining up-to- date inventory and records.
- Assist with logistics for the programme supplies that the office receives, including receipt & inspection, sampling and maintaining up-to-date inventory and records.
- Assist with ensuring asset records in the office are always kept up-to-date by ensuring that assets are correctly and timely recorded in the required systems.
- Provide support and guidance to the Country Office on operational issues.
- Assist with the preparation of the Country Office internal and external audits and implementation of the audit action plans.
- Assist the provision of Human Resources services in accordance with UNFPA rules and regulations and corporate policies and strategies.
- Answer a range of complex queries, supporting resolution of various daily issues in order to facilitate the maintenance of the right contacts and support partnerships and activities with various suppliers in the area of responsibility.
- Provide support to procurement processes in accordance with UNFPA rules, regulations and corporate policies.
- Support with ensuring an up-to-date database of suppliers is maintained.
- Any other duties as assigned by the supervisor in consultation with the management.
Qualifications and Experience:
Education:
Completed Secondary Level Education required.
Knowledge and Experience:
- Minimum of 3 years of relevant work experience in a similar position in a public or private sector.
- Knowledge of the United Nations systems and procedures would be an advantage.
- Experience using Microsoft Office software packages, Cloud applications, like Google Suite, and web-based ERP management systems, such as, the Oracle, Quantum, QuantumPlus, Quantum PowerBI, etc.
- Demonstrated experience in working successfully as a member of a multidisciplinary team.
Languages:
Fluency in English; knowledge of other official UN languages, preferably French is desirable.
Required Competencies:
Values:
- Exemplifying integrity,
- Demonstrating commitment to UNFPA and the UN system,
- Embracing cultural diversity,
- Embracing change
Functional Competencies:
- Advocacy/ Advancing a policy-oriented agenda
- Leveraging the resources of national governments and partners/ building strategic alliances and partnerships
- Delivering results-based programmes
- Internal and external communication and advocacy for results mobilisation
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
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UNFPA Work Environment:
UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.
Disclaimer:
Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.
UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.
Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.