VACANCY: PROGRAMME ASSISTANT (G5)

1. Position Information

2. Job Profile Summary

The Programme Assistant under the guidance of Operations Officer provides day-to-day programme, administrative, financial, and human resources support to a project, programme, or technical unit within the Country Office. The incumbent contributes to the effective implementation of programmes by ensuring compliance with organizational procedures, facilitating administrative operations, and supporting financial and human resource management activities.

3. Key Duties and Responsibilities

Programme and Financial Support

• Provide administrative support across a range of programme support activities. 
• Review obligating documents and undertake reconciliations as required.
• Process transactions in the Enterprise Resource Planning (ERP) system and follow up on receipt of deliverables and finalization of payments.
• Monitor programme and project budgets and expenditures against approved work plans and alert supervisors to any issues, inconsistencies, or delays.
• Provide support to technical staff on budgetary, financial, administrative, and human resources procedures and practices. 

Administrative Support

• Contribute to planning, resource allocation, and programme management processes. 
• Coordinate administrative functions to ensure efficient office operations.
• Maintain up-to-date office space records and act as the departmental focal point for office space management.
• Analyse correspondence and requests and provide relevant background information as required.
• Draft correspondence, reports, and briefing materials independently or based on supervisor guidance.
• Maintain filing systems for technical documents and correspondence.

Human Resources Support

• Assist with human resources administrative functions and workforce planning activities.
• Monitor staff contracts and staffing leave/travel plans. 
• Serve as leave administrator and maintain accurate leave records.

Logistics and Operational Support

• Coordinate meetings, workshops, and official travel arrangements. 
• Provide administrative support and backstopping services within the team as required.

4. Competencies

Mandatory Competencies

• Teamwork
• Respecting and Promoting Individual and Cultural Differences
• Communication
• Technical expertise
• Overall attitude at work
• Creating an empowering and motivating environment

5. Functional Knowledge and Skills

The incumbent should possess:

• Knowledge of administrative and financial procedures, policies, and practices. 
• Strong report writing and correspondence drafting skills. 
• Effective client relationship management skills.
• Basic accounting and financial reconciliation skills. 
• Proficiency in office software, databases, and computerized systems. 
• Ability to conduct research and organize information for reports, briefings, and record management. 

6. Educational Qualifications

Essential

• A minimum of a Diploma / Associate Degree with administrative / finance certification or training. 

Desirable

• University degree in Business Administration, Social Sciences, or a related field. 
• Training in the administrative systems of a United Nations agency, fund, or programme. 
• Possession of master’s degree in a related field will be an added advantage

7. Work Experience

Essential

• Minimum of five (5) years of relevant administrative or secretarial experience. 

Desirable

• Administrative and financial experience within WHO or the United Nations system. 
• Experience with Oracle-based ERP systems or similar enterprise management systems. 

8. Language Requirements

Essential

• Expert-level proficiency in English. 
• Knowledge of an additional language relevant to the duty station (Sesotho). 

9. Information Technology Skills

• Proficiency in Microsoft Office applications and other office productivity tools. 
• Experience with web-based management systems. 
• Familiarity with Enterprise Resource Planning (ERP) systems. 
• Working knowledge of cloud-based enterprise systems such as Workday. 

Overall Role Statement

The Programme Assistant (G5) provides critical operational support to programme implementation through effective administration, financial monitoring, human resources coordination, records management, logistics support, and stakeholder service, thereby contributing to the successful achievement of organizational objectives.