Programme Assistant G5

14 hours ago

Johannesburg, Gauteng, South Africa Programa Mundial de Alimentos Full time
About the Programme Assistant Role

The Programme Assistant will provide programme and business support services to the Programme Unit at the WFP Regional Bureau for Southern Africa. The successful candidate will work under the supervision of the Senior Regional Programme Advisor and will be responsible for performing specialized and/or standardised processes and activities within the specific technical area of work.

Key Responsibilities
  • Provide project management and/or general office support following established targets and WFP's policies and procedures.
  • Compile data and support analysis and preparation of reports (e.g. food assistance needs, resource utilization, programme status, performance) in order to support operational decision-making.
  • Perform accurate, timely recording of data within the specific technical area of work (e.g. food security and vulnerability assessments) following corporate standards and guidelines.
  • Work and exchange information with internal counterparts to support effective collaboration, implementation and monitoring of ongoing project activities.
  • Support communication and activities with local partners, agencies, NGOs and government institutions.
  • Provide effective programmatic support to the Country Capacity Strengthening (CCS) Officer and contribute to the enhancement of CCS programme activities and initiatives across country offices, while also supporting the Gender, Inclusion, and Protection portfolio of work.
  • Enhance knowledge-sharing and organisational learning by serving as the Knowledge Management Focal Point, fostering the efficient utilisation and dissemination of valuable information within the organisation.
  • Act as a point of contact for resolution of general operational queries requesting assistance where necessary.
  • Follow standard emergency preparedness practices to ensure WFP is able to quickly respond and deploy needed resources to affected areas at the onset of the crisis.
Business Support Role
  • Coordinate administrative arrangements for workshops: booking of venues, preparation of budget estimates, administrative notes, flight schedules, airport pick-up lists, rooming lists and ordering stationery and equipment;
  • Process all procurement requests: sourcing of quotations, processing of purchase requisitions, purchase orders and invoice payments;
  • Assist country offices with processing of FLAs, PODAs and invoices;
  • Conduct monthly follow ups with finance on Programme Unit extra-budgetary fund consumption reports and ensure commitment items are cleared;
  • Prepare annual budget estimates and procurement plans for Programme Unit;
  • Follow-up on the submission of back to office reports (BTORs), maintain a reports database on the Programme drive and update the tracking sheet regularly;
  • Update the Programme Unit oversight mission tracking sheet, follow-up on recommendations and upload reports on SharePoint;
  • Update the Programme Unit and RD's leave and mission plans regularly;
  • Coordinate the completion and signing of monthly timesheets by all Programme Unit staff and submission of leave forms to HR;
  • Coordinate the induction, onboarding and setting up of workstations for new Programme Unit staff;
  • Provide administrative support to the Programme team and country office staff;
  • Perform other duties as required.
Requirements
  • Secondary school education accompanied by a tertiary qualification in Business administration, Social sciences, Agriculture or related field;
  • At least 5 years of experience in Project and Programme management, Business support and Administration;
  • Fluency in both oral and written communication in English.
Desired Experiences for Entry into the Role
  • Has facilitated communication with technical teams (i.e. nutrition, VAM, etc.).
  • Has contributed to implementation of programmes.
  • Has observed or assisted with policy discussions.
Other Specific Job Requirements
  • Knowledge of general procurement processes and procedures.
  • Computer literacy in Microsoft Office: Word, Excel, Power Point, Outlook.
  • Ability to work independently under minimum supervision.
  • Good interpersonal skills and ability to maintain positive workplace relationships with people from diverse cultural backgrounds.
Contractual Information
  • This is a 12 months Fixed Term contract.
  • Net monthly salary range: ZAR 31,123 - ZAR 36,656.
  • Benefits: Annual Leave & Medical Insurance.
Deadline for Applications

This Vacancy Announcement will close on Monday 24 June 2024 at 11:59 South Africa Time.

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