Key Functions and Accountabilities:

• Provide administrative and logistical support to the management of LDM Section’s programmes:
• Provide administrative support in monitoring budget preparation and the finances of programmes/projects; including the finalization of FACE forms;
• Provide administrative support and inputs to the preparation of programme budgets, and proposals on programme implementation arrangements.
• Provide technical guidance to the country offices supported through SPF on routine delivery and reporting of programme supported activities and finances.
• Prepare information for the preparation of the SPFIII programme closure, audit of projects/programmes, and support implementation of audit recommendations.
• Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.

  Provide administrative support for the financial management of the Programme Unit:

• Create projects in Quantum system, prepare budget revisions and GLJE requests to ensure smooth transfer of funds supported by the SPFIII component on WPP, revise project awards and status; and determine unutilized funds and the operational and financial close of the SPFIII projects.
• Backstop the WYDE Women’s Leadership project in coordination with the WYDE Project Team based in Brussels as needed.
• Review financial reports; prepare non-PO vouchers for development projects.
• Process payment for consultants;
• Maintain internal expenditures control system, post transactions in Quantum system.
• Create requisitions in Quantum system for development projects; register good receipts in Quantum system.
• Assist in the preparation and follow up of cost-recovery bills in Quantum system.

Provide administrative support to the LDM Section:

• Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions.
• Make travel arrangements for the LDM Section including travel requisitions and claims.
• Prepare public information materials and briefing packets.
• Liaise with other units in HQ on administrative issues as needed.
• Provide guidance and training to Programme Assistants as needed

  Provide administrative support to Resource Mobilization:

• Support preparation of cost-sharing and other agreements; follow up on contributions within the LDM Section team resource mobilization efforts.
• Organize, compile and process information from donors, and programme team, as inputs to various databases and documents.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies :

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Functional Competencies:

• Good knowledge of programme management;
• Ability to administer and execute administrative processes and transactions;
• Ability to create, edit and present information in clear and presentable formats;
• Ability to manage data, documents, correspondence and reports information and workflow;
• Strong financial and budgeting skills;
• Strong IT skills.

Recruitment Qualifications:

Education and Certification:

• Completion of secondary education is required.
• Bachelor’s degree in Business or Public Administration is an asset.

Experience:

• At least 6 years of progressively responsible experience in administration or programme management/support;
• Experience in working in a computer environment using multiple office software packages is required;
• Experience in supporting a team is required.