UNFPA Ghana Vacancies 2017 (3 Positions)

UNFPA Ghana Vacancies 2017 (3 Positions)

Job Title: Personal Assistant to the Representative

Job Location: Accra

Duties and Responsibilities

Under the direct supervision of the Representative, the Personal Assistant to the Representative ensures the effective and efficient functioning of the Representative’s Office. He/She supports the maintenance of protocol procedures, manages information flow to and from the Representative’s Office, and follows up on deadlines and commitments made. He/She also ensures full confidentiality in all aspects his/her assignment.

The Personal Assistant to the Representative can supervise the secretarial and clerical staff of the office. He/She works in close collaboration with UNFPA staff, UN Agencies and national authorities to ensure the efficient flow of information, action on instructions and agendas.

Administrative Support

• Provides support to the office of the Representative by coordinating and monitoring relevant business processes and procedures and activities, paying attention to detail and adhering to deadlines.
• Draft and prepares correspondences, directives and comments on behalf of the Representative for his/her signature; and follows up when required.
• Prepares and maintains records, documents and control plans for the monitoring of the administrative and financial function of the office of the Representative.
• Maintains filing system for office of the Representative in accordance with established classification systems and ensures the safekeeping of confidential materials and information.
• Manages the schedule and work program of the Representative, including official receptions that are hosted by UNFPA.
• Maintains the Representative’s calendar and organizes meetings for Representative. Initiates and coordinates the preparation of agendas, briefing materials and other necessary documentation for meetings, workshops and conferences. Acts as Secretary to meetings and acts as an interpreter when required.
• Keeps the Representative informed by providing relevant information, reports or status updates.
• Screens all incoming calls and correspondence.
• Maintains a telephone and address directory of all stakeholders, particularly frequently called persons.
• Maintains protocol procedures.
• Streamlines office procedures between the Representative’s Office and other units.
• Makes use of relevant automated office management systems for effective functioning of the Representative’s office.
• Responsible for the UNFPA pouch.

People Management & Leadership:

• Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of reports to the Representative.
• Coordinates the information flow in the office and follows up on circulation files.
• Facilitates information sharing between the UNCT and UN Coordination Unit.
• Participates in Learning Afternoon sessions.
• Exchanges relevant information and maintains an open line of communication with colleagues and his/her supervisor.
• Actively participates in CO meetings.

Other:

• When appropriate, undertakes other related duties assigned by the Representative.

Functional competencies:

• Business acumen.
• Implementing management systems.
• Client orientation.

Core Competencies:

• Values: Integrity/Commitment to mandate, Knowledge sharing/Continuous learning, Valuing diversity.
• Managing Relationships: Working in teams, Communicating information and ideas, Conflict and self-management.
• Working with people: Empowerment/Developing people/Performance management.
• Personal Leadership and Effectiveness: Strategic and analytical thinking, Results orientation/Commitment to excellence, Appropriate and transparent decision making.

Qualification Required & Experience

UNFPA is looking for candidates who have:

• A Diploma in secretarial studies, business administration, or other related field
• At least 10 years of relevant experience in national and international organizations
• Knowledge of the United Nations systems and procedures would be an advantage.
• Fluency in oral and written English.
• Expertise in current office software applications.
• Proficiency in UN systems (e.g. Atlas, PeopleSoft).

Location: Accra

How To Apply For The Job

Only Ghanaians are eligible to apply. Applications to be addressed to the Representative at:

[email protected]

Completion of United Nations Personal History form (P11) is mandatory. Click Here To Download Form.

Job Title: Programme Analyst: Reproductive Health & Humanitarian Assistance

Job Location: Accra

Duties and Responsibilities

Under the overall supervision of the Representative and direct supervision of the Operations Manager, the Administration Assistant provides overall administrative and secretarial support to the entire operations unit. He/She develops, implements and maintains administrative processes and systems; including the registry, record keeping, travel logistics, meetings, and internal communication.

Administrative Support

• Provides administrative and secretarial support to the operations unit in particular and the country office in general
• Screens and logs incoming correspondence and distributes to the relevant staff. Reviews correspondence and follows up on urgent and important responses. Drafts responses to correspondences when appropriate.
• Drafts and types routine correspondence, reports, briefs, and other documentation.
• Maintains a central filing system for the operations unit in accordance with established classification systems. Files all correspondence in the operations unit. Updates inventory of files in the CO and informs staff members accordingly.
• Makes use of relevant automated office management systems for effective functioning of the programme unit.
• Prepares all outgoing correspondence for dispatch and monitors their deliveries

Operations Unit Support:

• Supports operational processes and procedures of the CO to facilitate programme delivery. Provides support to the operations unit by coordinating and monitoring relevant business processes, procedures and activities; paying attention to detail and adhering to deadlines.
• Coordinates all travel related arrangements; including travel authorizations, security clearances, processing of relevant payments, booking of tickets and hotels, obtainment of visas, registration and hotel booking at destination, arranging transportation, settling F-10/reimbursable claims, preparing semi-annual and annual travel reports, and other related tasks.
• Develops tools and mechanisms for effective and efficient monitoring of travel plans and budgets, coordinates the compilation of administrative and financial data in relation to travel, and provides accurate and up-dated information to the Operations Manager on a continuous basis.
• Coordinates logistics and management of the schedule for incoming missions and international meetings hosted by UNFPA Ghana, including the processing of VIP arrangements for high-level officials, and managing protocol requirements.
• Organizes and provides logistical support to meetings, conferences and workshops for the operations unit; initiates and coordinates the preparation of the agenda and necessary documentation; and provides secretarial support during the meetings, conferences and workshops (such as minute taking).
• Assists with the procurement of office supplies; including fulfilling the “requisitioner” function in Atlas, obtaining quotes for services, and supporting procurement evaluation committees. Assists in the receipt and checking of procurements.
• Raises requisitions for office supplies and equipment and maintains an up-to-date stock inventory file for the country office stationery and supplies.
• Makes minor repairs to office equipment (where appropriate).

People Management & Leadership:

• Coaches new staff on day-to-day administrative procedures in the operations unit.
• Participates in Learning Afternoon sessions.
• Actively participates in CO and operations unit team meetings.
• Supervises the cleaners.
• Supervises the drivers

Other:

• When appropriate, undertakes other related duties assigned by the supervisor and/or Representative.

Required Competencies:

Functional competencies:

• Business acumen.
• Implementing management systems.
• Client orientation.

Core Competencies:

• Values: Integrity/Commitment to mandate, Knowledge sharing/Continuous learning, Valuing diversity.
• Managing Relationships: Working in teams, Communicating information and ideas, Conflict and self-management.
• Working with people: Empowerment/Developing people/Performance management.
• Personal Leadership and Effectiveness: Strategic and analytical thinking, Results orientation/Commitment to excellence, Appropriate and transparent decision making.

Qualification Required & Experience

• Diploma or equivalent in secretarial studies, administration, or any other relevant field
• Minimum of 4 years of relevant work experience in a similar position in a public or private sector organisation
• Knowledge of the United Nations systems and procedures would be an advantage
• Fluency in oral and written English.
• Expertise in current office software applications.
• Proficiency in Atlas, PeopleSoft, and other computerized applications used by the UN.

How To Apply For The Job

Only Ghanaians are eligible to apply. Applications to be addressed to the Representative at:

[email protected]

Completion of United Nations Personal History form (P11) is mandatory. Click Here To Download Form.

Job Title: Programme Analyst: Reproductive Health & Humanitarian Assistance

Job Location: Accra

Duties and Responsibilities

Under the overall supervision of the Representative and direct supervision of the Technical Specialist for MH/FP, the Programme Analyst substantively contributes to the effective achievement of UNFPA activities in the area of sexual and reproductive health, reducing maternal mortality and accelerating progress on the ICPD agenda and SDG 3. This includes incorporating into programmes elements of population and development, access to maternal and new-born health services, access to family planning services, HIV and STI prevention, gender equality, and poverty reduction; specifically in the context of women and young people (including adolescents). The role places special emphasis on humanitarian assistance.

The Programme Analyst analyses and assesses relevant political, social and economic trends and provides substantive inputs to project formulation and evaluation, joint programming initiatives and national development frameworks. He/she ensures coherence with agreed national and international planning frameworks; and guides and facilitates the delivery of UNFPA programs by monitoring results achieved in the implementation. He/she ensures and guides the appropriate application of systems and procedures and develops enhancements if necessary.

The Programme Analyst facilitates the work of consultants, advisors and experts; and establishes and maintains collaborative relationships with counterparts in government, multi-lateral and bi-lateral donor agencies and civil society to address emerging issues. He/she must effectively influence counterparts from diverse backgrounds to jointly contribute to achieving UNFPA’s mandate. The Programme Analyst is a budget owner and thus is accountable for ensuring the proper disbursement and absorption of funds to implementing partners.

The Programme Analyst is a substantive contributor to the program team in the Country Office.

Main Tasks and Responsibilities:

Technical Expertise/Management:

• Analyses and interprets the political, social and economic environment relevant to reproductive health in the context of reproductive health and rights; and identifies opportunities for UNFPA assistance and intervention. Keeps abreast of new policy developments and strategies analysing policy papers, strategy documents, national plans and development frameworks.
• Participates in relevant national and sub-national fora, enhancing UNFPA mandate on reproductive health; and works to ensure that technical issues are incorporated in national development plans and frameworks.
• Ensures the integration of RH/RR components in such UN system-wide process such as CCA, UNDAF, Millennium Development Project and SDGs monitoring Report. Assist in ensuring the prioritization of RH in SWAPS, health sector reforms and programme of work, GPRS and similar collaborative efforts.
• Addresses policy issues and provides substantive inputs to facilitate policy dialogue and the central positioning of RHCS within policies, national plans and strategies, UN system initiatives, and development frameworks in national and development partners’ coordination mechanisms in line with the new aid environment.
• Creates substantive knowledge of reproductive health issues in the country, assesses technical assistance needs in these areas and advises on the suitability of programmes and related interventions to meet these needs.
• Leads the development and implementation of humanitarian and emergency strategies at country level in collaboration with the UNCT
• Participates actively in appropriate UN coordination mechanisms (e.g. Joint UN Teams) and supports and contributes to all joint programmes/activities among the UN agencies.
• Ensures that there is universal access to reproductive health services and commodities during times of crisis.
• Ensures alignment of UNFPA humanitarian response plan with those of the Government of Ghana and other UN Agencies.

Programme Management:

• In collaboration with Government counterparts, NGOs and other partners, provides substantive leadership and inputs into the design and formulation of the Country Programme and its component projects in line with Government priorities and according to UNFPA programme policies and procedures. Ensures quality of programme/project design incorporating lessons learned, newly developed policies and best practices, and establishing appropriate execution and monitoring mechanisms and systems.
• Leads programme implementation guiding and orienting executing agencies and programme personnel introducing effective modalities and practices for implementation.
• Expedites and coordinates project implementation by:

o Establishing collaborative relationships with executing agencies, experts, government counterparts and other UN agencies.
o Facilitating timely and efficient delivery of project inputs.
o Identifying and addressing capacity development needs of implementing partners and project personnel.

• Advises and reports on achievement of programme results, proactively measuring substantive progress and the effective utilization of financial and human project resources using appropriate monitoring and measuring mechanisms and tools. Identifies bottlenecks, constraints and resource deficiencies and recommends corrective action.
• Creates and documents knowledge about current and emerging reproductive health issues, by analysing programmes, strategies, approaches and on-going experience for lessons learned, best practices, and shares with management for use in knowledge sharing and planning future strategies.

Funds Management:

• Prepares and manages programme budgets.
• Monitors programme expenditures and disbursements to ensure delivery is in line with approved programme budgets and to realize targeted delivery levels.
• Ensures the timely and accurate reporting of financial information.
• Raises requisitions for relevant travels and procurement under the e-procurement module in Atlas.
• Manages assets that have been procured by the UNFPA and supplied to the implementing partners; ensuring that they are put to proper use (Form C).

Resource Mobilisation

• Assists advocacy and resource mobilization efforts of the Country Office by analysing and monitoring national health sector funding, devising advocacy strategies that lead to increased funding, preparing relevant documentation (e.g. project summaries, conference papers, speeches, donor profiles) and participating in donor meetings and public information events. Builds strong technical and programme multi-sectoral partnerships for advocacy for ICPD agenda through national institutions, networks, alliances and coalitions.

People Management & Leadership:

• Proactively ensures that all activities remain aligned with the broader aims of the CO and Country Programme.
• Exchanges relevant information and maintains an open line of communication with colleagues and his/her supervisor to ensure that synergies across programming activities are obtained.
• Actively participates in CO and programme unit team meetings.
• Undertakes capacity building among project staff and counterpart government institutions on issues pertaining to reproductive health.
• Directs the efforts of the Programme Assistant in line with the programme objectives.
• Manages the performance and development goals of the Programme Assistant to ensure optimal performance; identifies and remedies performance gaps.

Administrative Management

• Submits progress reports and field visit reports in a timely manner and in line with required quality standards.
• Ensures that programme progress and analysis reports are prepared and submitted in a timely manner and in line with required quality standards.
• Develops TORs (and specifications) and other required documentation when submitting procurement requests and official requests for procurement.
• Participates in the procurement committees when appropriate.
• Provides evaluations of service providers to the CO, upon completion of said services.
• Ensures that procured goods are distributed to implementing partners in a timely manner.

Other:

• When appropriate, undertakes other job-related duties assigned by the supervisor and/or Representative.

Required Competencies:

Functional competencies:

• Advocacy/Advancing a policy oriented agenda
• Results-based programme development and management
• Innovation and marketing of new approaches
• Leveraging the resources of national governments and partners/Building strategic alliances and partners
• Resource mobilization
• Training and facilitation skills
• Ability to conduct operational/interventional research

Core Competencies:

• Values: Integrity/Commitment to mandate, knowledge sharing/continuous learning, valuing diversity
• Managing Relationships: Working in teams, communicating information and ideas, conflict and self-management
• Working with people: Empowerment/Developing people/Performance management
• Personal Leadership and Effectiveness: Strategic and analytical thinking, results orientation/commitment to excellence, Appropriate and transparent decision making

Qualification Required & Experience

UNFPA is looking for candidates who have:

• Master’s degree in public health, social development, medicine, or other related social science field.
• Familiarity with issues of reproductive health and how this impacts on women and the young.
• 3 to 5 years professional experience preferably in programme/project management in the public or private sector (at national level).
• Experience in working with government institutions, NGOs and/or donor institutions.
• Fluency in oral and written English.
• A second UN language is an asset.
• Proficiency in current office software applications.
• Proficiency in Atlas, PeopleSoft, and other computerized applications used by the UN.

How To Apply For The Job

Only Ghanaians are eligible to apply. Applications to be addressed to the Representative at:
[email protected]

Completion of United Nations Personal History form (P11) is mandatory. Click Here To Download Form.

Closing Date: 16 November, 2017

Only short-listed candidates will be contacted. Women are encouraged to apply. Successful candidate should be ready to assume duty at short notice.