Overview
The Programme Assistant will provide administrative, operational, and logistical support to the Advocacy and Communication Section for the efficient implementation of communication, advocacy, and stakeholder engagement activities.
Key Responsibilities
- Support the preparation, implementation and monitoring of annual work plans (AWPs).
- Carry out transactions in SAP and ensure data accuracy, monitor project implementation, track expenditures, and process amendments.
- Assist in drafting inputs to programme reports, dashboards, and performance indicators.
- Liaise with programme and operations colleagues to resolve transactional or procedural issues.
- Facilitate processing of contracts (consultants, vendors, partnerships).
- Manage office calendars, coordinate team meetings, draft meeting minutes/reports, and ensure proper filing of correspondence and records.
- Maintain updated tracking systems for staff leave, absence, and team events.
- Prepare documentation for financial monitoring.
- Collect and facilitate processing of invoices and payment requests.
- Conduct quarterly physical verifications of office assets, raise procurement requests for replacements, and update asset records.
- Update and validate partner contact databases, training participant lists, and consultant rosters.
- Provide travel support for team members.
- Support procurement of supplies, and office equipment management, maintain updated inventories.
- Provide logistical and operational support for training sessions, workshops, and conferences.
- Assist in preparing background materials, agendas, and attendance records.
- Maintain well-organized document repository, systems for knowledge sharing and institutional memory.
- Provide administrative and logistics support for onboarding new staff, interns, consultants.
- Support staff in navigating digital repository.
- Draft and edit internal communication including meeting summaries, and provides inputs to procedural guides.
- Provide support for key correspondence for the section, as well as daily monitoring and response of manila@unicef.org.
- Utilize AI and data visualization tools to obtain synthesized information and presentation.
- Maintain digital archives in line with UNICEF’s digital workforce and data protection guidelines.
- Champion digital solutions and support colleagues in adopting new tools for efficiency.
- Safeguard documents ensuring confidentiality and mitigate data risks.
- Support section during emergencies and/or surge assignments by reprioritizing tasks and providing accelerated administrative and logistical support.
- Ensure business continuity by providing back-up support in the office when required.
- Provide other communication, advocacy, administration support as requested by the supervisor.
Required Experience
- At least 5 years of relevant work experience in Administration, Programme Communication, Programme Management, Monitoring and Evaluation, project administration, financial administration, records management, data management, clerical and any other related fields.
- Experience in supporting digital communication, marketing, multimedia production team, data visualization, emergency is highly desirable.
- Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts.
Qualifications
Secondary Education in any related fields.
