Rotation : This post is non-rotational.


Closing date: 10 May 2021

Duration: One year renewable (*)

Background Information

The Programme Assistant will support Programme Officers to deliver the 8th Country programme which endeavors to support upstream interventions focusing on policy dialogue, advocacy, evidence generation and capacity development while ensuring that no one is left behind. This will be done by supporting the programme to use its comparative advantage to support data collection and analysis to identify the most vulnerable populations and prioritize these in advocacy interventions. UNFPA supports evidence generation and the effective delivery of integrated sexual and reproductive health services, including in humanitarian situations. The programme also ensures young people are equipped with knowledge and skills to make informed decisions on reproductive health and rights and fully participate in development and humanitarian actions. All these will be achieved through a mix of strategies and interventions supported by the Programme Assistant.


Organizational Setting

The post is located in the Rwanda Country office and reports to the UNFPA Deputy Representative.


Main Tasks & Responsibilities

Secretarial Tasks:

  • Organize and ensure effective management of programme secretariat.
  • Contribute to the dispatching and transmission of the incoming and outgoing mails.
  • File and maintain correspondences (letters, fax and e-mail), reports and all documents related to programme implementation.
  • Implement the existing filling system adopted by the office and ensure that every programme document is retrieved easily.
  • Scan documents, draft, type and print letters as requested.
  • Provide overall and regular administrative and secretarial support to the Deputy Representative.

Administrative Tasks

  • Prepare the programme meetings and draft Minutes of the meetings.
  • Follow up with the Programme Officers on key actions from the meeting.
  • Ensure the availability of the filling index of the programme documents (project documents, LoUs, MoUs, AWP and others).
  • Ensure the availability of an updated list of addresses of different partners involved in the Country Programme implementation.
  • Ensure that logistical issues are sorted out for the workshops (booking the venue, budget preparation, equipment and stationery to be used).

Financial Tasks

  • Follow up of the transmission of the FACE and quarterly activity plan.
  • Follow up with the programme officers to ensure that Implementing Partners’ (IP) requests are responded to.
  • Ensure proper financial filling (FACE/technical notes, quarterly activities).
  • Budget – finalize budget sheet, inputs AWP, and Payment Authorization forms.
  • Follow up with finance the disbursement of funds requested by IPs.


Qualifications and Experience


  • Completed Secondary Level Education required. First level university degree desirable

Knowledge and Experience:

  • Minimum of Five years of relevant experience in programme planning, monitoring and data support systems and in financial management in private, national and/or international organizations.
  • Proficiency in current office software applications and corporate IT financial systems.
  • IT ability to familiarize with web-based integrated system
  • Some experience in research assistance.
  • Strong interpersonal and organizational skills.
  • Good written and verbal communication skills.


Fluency in English; knowledge of other official UN languages, preferably French is desirable.


Required Competencies


  • Exemplifying integrity
  • Demonstrating commitment to UNFPA and the UN system
  • Embracing diversity in all its forms
  • Embracing change

Core Competencies:

  • Achieving Results
  • Being Accountable
  • Developing and Applying Professional Expertise/Business Acumen
  • Thinking analytically and Strategically
  • Working in Teams/Managing Ourselves and our Relationships
  • Communicating for Impact

Functional Competencies:

  • Providing logistical support
  • Managing data
  • Managing documents, correspondence and reports
  • Managing information and work flow
  • Planning, organizing and multitasking


UNFPA Work Environment

UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.


Compensation and Benefits

This position offers an attractive remuneration package commensurate with the level of the post. The package includes a competitive net salary plus health insurance and other benefits.



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In accordance with the rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, are required to renounce such status upon their appointment.