Working within the Sub-office of 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 Programme 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 Tamale Sub-office and UNFPA Ghana Country Office.  Working closely with Programme and Project staff, you will provide support in programme monitoring and analysis of projects and advising managers.

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: 

A. Support to Evidence-based Programme Planning and Implementation: 

Assist the Sub-office team in evidence-based design, planning, budgeting, implementation, monitoring and reporting of interventions supported by the team towards achieving measurable results.

Assist in the formulation of the country programme and projects, by compiling information relevant to the UNFPA’s role in the country.

B. Support to Programme Management: 

• Support the selection and contracting of consultants, academia, researchers and implementing partners.
• Support the monitoring of project activities, review meetings and evaluation missions.
• Assist in internal control and assurance activities, including assessments and spot checks of implementing partners.
• Support annual and quarterly work-planning, programme and financial monitoring processes.
• Assist in entering the Work Plan (WP) in GPS, generating the draft WP, and documenting revisions of UNFPA programmes.

C. Support to Knowledge Management: 

• Support updating the knowledge platforms with relevant products, including country programme profiles, country programme and project documents, mission documentation and reports, among others.
• Review incoming correspondence, collecting and/or preparing the necessary information for reply/action, and preparing the first drafts of responses to inquiries for action by concerned staff.
• Support in managing and maintaining an accurate e-filing system of projects and for all counterparts.
• Prepare and distribute minutes in a timely manner and assists the team leader by following up on agreed actions and implementation of tasks.

D. Financial, Administrative and other Operational Support:

• Provide support to program staff in coordinating with implementing partners to submit accurate Annual Work Plan progress reports and FACE forms in a timely manner.
• Support program staff in reviewing FACE form submissions to ensure that expenditures are in line with approved work plans.
• Review and analyze past and current expenditures of different programmes in accordance with UNFPA’s global resource allocation system and annual guidelines, including trends in patterns of resource allocation and utilization to guide recommendations and proposals for distribution of resources provided to different programmes/partners.
• Coordinate the review and finalization of inputs for financial reports for donors.
• Provide administrative and logistical support in coordinating review meetings and other project-related workshops and events.
• Collaborate with team members in the Operations Unit, on administrative and financial management tasks, including preparation of meetings, strategic events, travel, procurement and other related functions.

Any other duties as assigned by the supervisor from time to time in consultation with the management.

Qualifications and Experience: 

Education:  

Completed Secondary Level Education required. First level university degree is desirable.

Knowledge and Experience: 

Five years of relevant experience in programme/ project management.

Experience using office software packages and web-based management systems such as the ERP system, Quantum, QuantumPlus, Quantum PowerBI, etc.

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