Job Description
Hiring Office: ISRHR
Purpose of consultancy:
UNFPA in East and Southern Africa has been implementing the Safeguard Young People (SYP) Regional programme since November 2013. The programme aims to empower adolescents and young people aged 10-24 to protect themselves from STIs including HIV, unintended pregnancies, unsafe abortions, early marriages, gender-based violence and harmful practices while promoting gender equitable norms and protective behaviours in twelve East and Southern African Countries (Angola, Botswana, Eswatini, Lesotho, Malawi, Mozambique, Namibia, Rwanda, South Africa, Tanzania, Zambia and Zimbabwe).
As the exit phase of the SYP programme commences, the programme will require accelerated support for programme implementation with a focus on accelerating on the ‘unfinished business’ as identified in the Theory of Change of the programme. To support this process, the SYP exit phase includes a G6 Administrative Assistant post which is undergoing the relevant HR processes for recruitment.
To ensure expedited implementation while the HR process is under way, UNFPA ESARO is looking for a national consultant to provide programme, administrative and logistical support in our work related to the UNFPA flagship programme - Safeguard Young People (SYP).
Reporting to the Youth Team Lead/SYP Coordinator, the consultant provides administrative support to accelerate and consolidate progress towards the goals of the SYP.
Scope of work:
Assist the technical and programme team, in collaboration with the Operations Unit, in providing support and advice to the COs on operational and programme matters;
Undertake all logistical and administrative arrangements required for the organization of technical workshops, inter-agency meetings, panel discussions, roundtables, missions, and other events organized by the programme and technical team;
Assist in the preparation, implementation and monitoring process of the regional programme;
Review incoming correspondence, collect and prepare necessary information for reply/action, and draft and finalize response;
Prepare first drafts of responses to inquiries received by the programme and technical team for action by supervising officers;
Prepare travel authorizations and make travel arrangements;
Contribute to maintaining the team filing system in iDOCs and assist in archiving;
Maintain and update country, partners and project files, including project progress reports, work plans and budgets in compliance with guidelines for the regional programme;
Prepare requisition requests in ATLAS with input from the programme and technical team members;
Apply UNFPA rules, regulations and procedures and advice team members as required,
Follow up on the submission of financial reports by COs and partners;
Perform research assistance duties including bibliographic and database searches; summarize information and draft contributions to ESARO reports, papers, technical notes, and publications;
Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers;
Assemble briefing materials and prepare power-point and other presentations for the technical and programme team members;
Organize, compile and process information from donors, Regional Offices, programme countries, and country offices, as inputs to various databases and documents; and
Carry out any other duties as may be required by the Youth Team Lead or the Head of the Integrated SRHR Unit
Duration and working schedule:
The consultancy will last for 4 months from 1 September to 31 December 2023. It is a full-time consultancy. Payments will be made every month.
Place where services are to be delivered:
The consultancy will be full-time to be delivered in-person from the UNFPA ESARO Office in Sunninghill, Johannesburg.
Delivery dates and how work will be delivered:
At the start of the consultancy, the consultant will be expected to develop a work plan with clear deliverables and timelines in collaboration with the Youth team. The work will be delivered in various media formats including electronic and hard copy as needed.
Monitoring and progress control, including reporting requirements, periodicity format and deadline:
The consultant will be expected to attend all the youth team meetings and ESARO programme meetings in addition to ad hoc meetings with the Youth team, when needed.
A performance schedule will be developed with the consultant which will be reviewed at the half-way mark and at the end of the consultancy. Monthly progress reports will be prepared and submitted for review.
Supervisory arrangements:
The consultant will be hired under the overall guidance of the Deputy Regional Director and under direct supervision of the SYP Regional Coordinator and the Youth Team Lead.
Expected travel: Some mission travel may be expected.
Required expertise, qualifications and competencies, including language requirements:
A first degree in Administration, Finance or related fields, and:
Five years previous relevant experience in providing project/programme administration and logistical support with experience in the UN is an asset
Knowledge and experience in preparing mission travel is required
Knowledge and experience of Quantum/Atlas/Peoplesoft or other ERP system is required
Ability to write clearly and concisely is required
Initiative, sound judgment and demonstrated ability to work harmoniously with staff members from different national and cultural backgrounds is an asset.
Inputs/services to be provided by UNFPA or implementing partner:
As required, ESARO will provide the consultant with a working space including desk, phone and computer/laptop.
Other relevant information or special conditions:
UNFPA will only respond to those applicants in whom we have further interest.
The United Nations does not charge a fee at any stage of its recruitment process (application, interview, processing, training) or other fee, or request information on applicants’ bank accounts or HIV status.