U N I T E D N A T I O N S C H I L D R E N ' S F U N D GENERIC JOB DESCRIPTION GENERAL SERVICE POST

Transcription

1 U N I T E D N A T I O N S C H I L D R E N ' S F U N D GENERIC JOB DESCRIPTION GENERAL SERVICE POST IMIS POST NUMBER: CASE NUMBER: POST TITLE: Programme Assistant POST LEVEL: GS 6 (FOR DHR USE ONLY): Generic JD Code: 2NH5d ICSC CCOG Code: 2A12 UNICEF Code: CLASSIFIED LEVEL: GOOF DATE CLASSIFIED: SECTION/DIVISION: Programme & Operations DUTY STATION: Suva, FIJI SIGNATURES This is to certify that the contents are correct and complete and that the duties and responsibilities described are required in the organizational unit for the proper accomplishment of the functions. Isabelle Austin, Deputy Representative Supervisor, Name and Title Isabelle Austin, Deputy Representative Head of Section, Name and Title Karen Allen, Representative Head of Office, Name and Title DATE PREPARED: 30 September 2014 FORM UNICEF 309/Rev.5 (1-99) (Page 1 of 5)

2 ORGANIZATIONAL SETTING a) REPORTS TO: (Indicate post, by job title and level, to which this position reports.) Directly reports to the Deputy Representative (IMIS#: 13458/L5) with support to the Chief of Operations (IMIS#: 16699) b) RESPONSIBILITY FOR WORK OF OTHERS (Supervision exercised and guidance given. Indicate the title, level and number for whose work the post is responsible.) Title Level Number Normally does not supervise staff. May give instructions to staff. c) ORGANIZATION CHART (Show the IMMEDIATE SECTION where the post is located, as well as the supervisor, subordinates and all other related posts. Only the officially approved organization chart should be used.) 2. PURPOSE OF THE POST Under the direct supervision of the Deputy Representative, performs a variety of information gathering, monitoring, technical and administrative services of moderate scope and difficulty, in support of programme activities. Assist the Chief of Operations with day to day operational support. FORM UNICEF 309/Rev.5 (1-99) (Page 2 of 5)

3 MAJOR DUTIES AND RESPONSIBILITIES (Describe in order of importance what incumbent does and how. Do not exceed more than major duties. Indicate the percentage of time devoted to each duty or responsibility. Do not include duties of less than 5%.) Percentage Collects information mainly from records and reports and prepares periodic and ad hoc reports on programme and project activities Organizes data and information, prepares and maintains records, documents and control plans for the monitoring of project/programme implementation Contributes to the preparation of reports, project documents and submissions to governments by providing information, preparing tables and drafting relatively routine sections. Prepares background information for use in discussions with governments and other organizations. Participates in the briefing and debriefing of project personnel Scrutinizes plans of operations, exchanges of letters and takes appropriate follow up action. Assists in the administrative process of government requests for assistance May be required to carry out specific administrative operational/control tasks for project/programme activities Provides supports to Operations in the delivery of operation and administrative support services; support to management of administrative supplies, office equipment, vehicles and other properties are effectively performed; support travel arrangements and any other assigned administrative support responsibilities and services are effectively carried out and delivered Performs other duties, as required. 4. WORKING CONDITIONS (Describe the conditions of the work place, travel requirements, and risks or hazards to which the incumbent is exposed. Indicate if it is an office based post. Also, indicate the extent and frequency of physical requirements of the job, such as lifting heavy loads, or other types of exertion.) Occasional travel to priority countries in the region (e.g., Kiribati, Solomon Islands, Vanuatu) to follow up with counterparts on administrative and financial aspects and for building capacity and understanding of UNICEF s Programme and budget processes. FORM UNICEF 309/Rev.5 (1-99) (Page 3 of 5)

4 IMPACT AND CONSEQUENCE OF ERROR (a) Describe the type of decisions or recommendations regularly made and their impact on other persons or the work of the office. Decisions and recommendations are made on administrative processing of technical information from a variety of sources and on preparation of reports which would affect the efficiency of the HIV and AIDS programme s work. (b) Describe the most damaging error(s) that could be made in the work and the consequences they would have. Errors in deciding on alternative course of action, failure to follow up on assigned tasks and delays in meeting commitments and deadlines would adversely affect the effective functioning of the HIV and AIDS Programme. 6. REVIEW OF WORK (Describe the degree of supervision and instruction the incumbent receives from the immediate supervisor, e.g., work assigned with specific instructions and guidance; checked while in progress; or undertaken independently and reviewed upon completion for accuracy or adherence to instructions.) The general outline of the requirements of tasks are discussed with supervisor. Regular functions are performed independently. Specific tasks are given on a daily/weekly basis and are reviewed when completed. Some tasks are reviewed while in progress. 7. GUIDELINES (a) Indicate which guidelines are required for performing the duties of the post (rules, regulations, policies, procedures, practices, precedents, manuals, instructions, etc.) PPP Manual Administrative Manual Internal office procedures Programme Annual Workplan (b) Describe the degrees to which interpretation of, and deviation from, existing guidelines are permitted, and the authority to propose or establish new guidelines. Deviation from existing guidelines should be consulted with supervisor. FORM UNICEF 309/Rev.5 (1-99) (Page 4 of 5)

5 WORK RELATIONSHIPS Indicate both the purpose, level and frequency of contacts within and outside UNICEF, in order to perform the work effectively. CONTACT PURPOSE & FREQUENCY a) Internal Frequent contacts inside the organization, involving the exchange of a wide range of information, some of which may be complex. b) External Frequent contacts outside the organization, and at times outside the duty station, involving the exchange of a wide range of information, some of which may be complex. 9. QUALIFICATIONS AND COMPETENCIES required to perform the duties of the post: a) EDUCATION (Indicate type of education/training required including skill in equipment operation.) Completion of secondary education, preferably supplemented by technical or university courses in a field related to the work of the organization. b) WORK EXPERIENCE (Indicate the length and type of practical experience required.) Six years of progressively responsible clerical or administrative work, of which at least one year is closely related to support of programme activities. c) LANGUAGES (Indicate the language requirements.) Working knowledge of one/two working language(s) of the organization. d) COMPETENCIES (Indicate what key competencies are required, such as technical skills, communications skills, computer literacy, interpersonal skills, supervisory skills.) Good communication and interpersonal skills. Ability to take initiative and work independently. Strong integrity and maturity to alert supervisor on errors and mistakes by self and counterparts. Core Values (Required) Commitment; Diversity and Inclusion; Integrity Core Competencies (Required) Communication [I] ; Working with People [II] ; Drive for Results [I] Functional Competencies (Required) Analyzing [I]; Learning and Researching [I]; Planning and Organizing [I]; Following instructions and Procedures [I] FORM UNICEF 309/Rev.5 (1-99) (Page 5 of 5)