Under the overall supervision of the EFI Senior Programme Officer and the direct supervision of the EFI Programme Officer based in HQ, and in close collaboration with other members of the EFI team the Programme Assistant will be responsible for the following duties:
• Assists in the coordination of programme/project planning and preparation work for, typically, a
medium-size and complex component of the departmental programme/project initiatives;
• Compiles, summarizes, and presents basic information/data on specific programmes/project and
related topics or issues.

Reviews project documents, such as terms of reference, letters, rosters of participants, and
procurement offers, for completeness and compliance with relevant rules and procedures prior to
submission for final approval and signature; identifies inconsistencies; distributes project documents
to relevant parties upon approval.
• Serves as focal point for administrative coordination of programme/project implementation activities,
involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary
clearances, process in the ERP system and follow-up on administrative actions, e.g., travel
arrangements, training/study tours, authorization of payments, disbursement of funds, procurement
of equipment and services, etc.
• Liaise with relevant parties, including officials in country offices, implementing agencies, Resident
Representatives, National/Programme Coordinators, and HQ teams, and provide regular reports on
the status of operational matters.
• Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying
shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
• Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing
notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Provides general office assistance; responds to complex information requests and inquiries; reviews,
logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings,
workshops; handles routine administrative tasks, such as maintaining attendance records, assessing
telephone billing, etc.
• Provides guidance/training to new/junior staff.
• Assists with the collection and analysis of data as well as preparation of data presentations and
reports for information sharing, responding to queries, knowledge management, planning and
decision making.
• Performs other duties as assigned.

Minimum education and qualifications (level and field of study)
High school diploma or equivalent.
Additional professional diploma in administration or related area is desirable.

Minimum experience (nature, length and field of experience)
A minimum of five (5) years of relevant experience in project administration and/or technical cooperation project implementation.
Desirable experience
Experience working with an Enterprise Resources planning system (SAP, Oracle or other) desirable.
Experience working in development programme/projects in the United Nations system desirable.
Experience working with national and/or international agencies, liaising with vendors, clients and other stakeholders desirable