Programme Administrative Associate

The Programme Administrative Associate provides efficient administrative support and services to internal and external stakeholders, supporting the effective implementation of UNFPA programme activities in the Country Office. The role involves performing a range of standard administrative, financial, and procurement tasks to ensure smooth programme operations and providing advisory support to programme and project staff.

Responsibilities

• Provide day-to-day administrative and logistical support to programme teams, including travel arrangements, event coordination, and procurement requests.
• Assist in tracking programme implementation activities, ensuring timely follow-up on deliverables, reports, and field missions.
• Support the preparation of requisitions, follow-up on payments, maintain financial records, and assist with HR-related actions (e.g. contract extensions, onboarding support).
• Maintain organized files for programme activities, partner agreements, and project documents, ensuring accessibility and compliance with audit requirements.
• Liaise with implementing partners for administrative needs, including agreement processing, reporting timelines, and logistical support.
• Assist in collecting and consolidating data for programme reports, monitoring tools, and donor submissions.
• Support asset tracking and supply follow-up in coordination with Supply Chain and Logistics teams.
• Act as a point of contact between programme staff and Operations (Finance, HR, Procurement), facilitating smooth coordination and problem-solving.
• Examine and process payroll entitlements and submit to UNDP on a timely basis, including ensuring that overtime calculations are submitted and approved.
• Support the different units with the hiring and onboarding of consultants according to the UNFPA rules and procedures and ensure the consultant policies are observed.
• Review and monitor charges for common services and cost recovery, taking into account maximum cost efficiency; represent UNFPA’s interests in financial negotiations and agreements.
• Develop and maintain tools and mechanisms for efficient monitoring of programme and project budgets.
• Follow up with UNDP on payment processing, forecast submissions, and clearance of outstanding debit notes.
• Facilitate payroll-related tasks, including overtime and danger pay calculations for national and international staff.
• Monitor petty cash accounts and do petty cash surprise cash counts for the custodians and monitor the fuel account and ensure reconcile balance.
• Conduct spot checks and field monitoring visits to implementing partners, assessing financial records and compliance.
• Assist in preparing training materials and participate in capacity-building sessions for implementing partners.
• Conduct audit preparation for the implementing partners and ensure effective internal control systems are in place and followed.
• Provide support during audits, including compiling required documents and responding to audit queries.
• Supervise administrative and clerical staff as required.
• Perform any other duties as assigned by the supervisor.

Requirements

• Completed Secondary Level Education required. First level university degree in public administration, business, social sciences, or a related field is desirable.
• Six years of relevant experience in administration, finance or office management.
• Proficiency in current office software applications, web-based management and ERP financial systems.
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures within a multicultural corporate environment.
• Strong interpersonal and organizational skills.
• Computer literacy – Word, Excel, Power-point, etc.
• Previous experience in the UN is an asset.
• Good writing and communication skills.
• Demonstrated ability to work in a team environment.
• Fluency in oral and written English and Arabic.

Skills

• Office Management
• Finance Management
• ERP Financial Accounting
• Clerical Procedures
• Administrative Procedures
• Secretarial Best Practices
• Multicultural Environment Experience
• Interpersonal Skills
• Organizational Skills
• MS Word
• MS Excel
• MS PowerPoint
• Web-based Management Systems
• Procurement Procedures
• Programme Support
• Report Writing

Languages

English, Arabic