National Individual Consultancy –Programme Support Assistance

UNICEF Bosnia and Herzegovina National Individual Consultancy –Programme Support Assistance

Office-based

Apply now Job no: 596521

Contract type: Consultant

Duty Station: Sarajevo

Level: Consultancy

Location: Bosnia & Herzegovina

Categories: Programme Management, Administration, Financial Management

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do for as long as we are needed. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built. We offer our staff diverse opportunities for professional and personal development that will help them reinforce a sense of purpose while serving children and communities across the world. We welcome everyone who wants to belong and grow in a diverse and passionate culture., coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, results.

UNICEF Bosnia and Herzegovina operates through a centralized Programme Associate (PA) Hub model that provides administrative and programme-support services across multiple programme sections. The volume and complexity of transactions related to programme implementation, implementing partnerships, HACT processes, financial documentation, travel, events and records management require dedicated support to ensure timely, accurate and compliant processing in line with UNICEF policies and procedures.

How can you make a difference?

The purpose of this consultancy is to provide temporary administrative and programme-support services to the Programme Associate (PA) Hub, strengthening its capacity to manage increased transactional and documentation requirements across the programme portfolio. The consultant will support the preparation, organization, quality review, tracking, processing and follow-up of programme-related documentation and requests, ensuring that submissions received from programme sections and implementing partners are complete, properly documented and processed through established UNICEF workflows.

The consultant will support administrative coordination related to implementing partnerships, HACT processes, cash transfers, invoices and payments, procurement and contracting actions, programme events, travel and records management. The consultant will also maintain relevant trackers, filing systems and status-monitoring tools and facilitate communication and follow-up with programme teams, implementing partners and operational functions to support efficient service delivery.

The consultant will perform transactional functions and will have have SAP/FIORI transactional access.

Main duties and responsibilities:

1. Implementing partnerships and HACT support

• Support the preparation, review, organization and follow-up of documentation related to partnerships with government institutions, civil society organizations and other implementing partners, including programme documents, workplans, budgets, amendments and closure documentation.
• Support administrative coordination of Due Diligence assessments, PSEA assessments, micro-assessments, spot checks and other HACT-related assurance activities.
• Review the completeness of partner submissions and supporting documentation against established checklists and follow up on outstanding documentation requirements.
• Support processing and follow-up of cash transfer requests, FACE/ICE forms, liquidations and related partnership documentation in accordance with established UNICEF procedures.
• Maintain accurate partnership and HACT tracking tools, including monitoring of reporting, liquidation, assurance and partnership-management deadlines.
• Maintain complete and organized partnership files and supporting records.

2. Financial and budget support

• Support monitoring of programme budgets, grants, commitments and expenditures through the maintenance of tracking tools.
• Support preparation of programme expenditure forecasts, cash requirements and budget-monitoring information for review by responsible staff.
• Review and organize supporting documentation for financial transactions, payment requests and invoices to ensure completeness and compliance with established requirements.
• Prepare, process and follow up SAP/FIORI transactions within the scope of assigned access and responsibilities, including creation and maintenance of programme-related requests, commitments, service entry support documentation, payments and other programme-support transactions, in accordance with UNICEF policies, procedures and segregation-of-duties requirements.

3. Knowledge management and records management

• Maintain organized electronic filing systems, SharePoint repositories and programme documentation archives.
• Ensure programme records, correspondence and supporting documentation are appropriately stored and accessible for audits, reviews and reporting purposes.
• Draft routine administrative correspondence, meeting notes and follow-up communications.
• Support the use of corporate digital tools to improve document management, tracking and reporting.
• Undertake other programme-support and administrative tasks consistent with the functions of a Programme Associate and within the agreed scope of the consultancy.

To qualify as an advocate for every child you will have…

Minimum requirements:

• Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the work of the organization.
• Candidates holding a Bachelor degree in social science or relevant field must have a minimum of 3 years of administrative or clerical work experience and for candidates with advanced university degree (MA degree) in social science or relevant field minimum 1 year of administrative or clerical work experience is required
• Work

Experience

• A minimum of six years of administrative or clerical work experience with secondary education is required. Prior experience in programme support functions is an asset. Relevant experience in a UN system agency or organization is considered as an asset.
• Skills
• Strong organizational and follow-up skills;
• High attention to detail;
• Ability to prepare complete and traceable administrative documentation; good numerical skills and confidence working with invoices, budgets and expenditure records;
• Strong Microsoft Office skills, particularly Excel;
• Ability to maintain digital repositories and trackers;
• Strong written communication and vendor/partner coordination skills;
• Ability to manage multiple deadlines simultaneously.
• Language

Requirements

• Fluency in written and spoken English and Bosnian/Croatian/Serbian is required.

Desirables:

• Previous experience working with UNICEF, another UN agency, EU-funded programmes, international organizations or development cooperation programmes.
• Familiarity with UNICEF programme and operational procedures, particularly partnership management, procurement, payments and programme administration.
• Previous experience supporting implementing partnerships and/or HACT-related processes, including FACE/ICE documentation, assurance activities, partner reporting or cash-transfer follow-up.
• Experience with implementing partnerships,
• Familiarity with VAT-exemption arrangements applicable to international or donor-funded programmes. ,
• Experience maintaining SharePoint or comparable document-management systems.
• Familiarity with SAP/FIORI is an asset but is not required, as the consultant will not process SAP/FIORI transactions.

Qualified candidates are invited to submit the following documents via the online recruitment portal, TMS (Talent Management System):

• An up-to-date TMS profile and curriculum vitae (CV)

• Cover letter

• A separate financial proposal

• For every Child, you demonstrate...

• UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

• The UNICEF competencies required for this post are…

• (1) Builds and maintains partnerships

• (2) Demonstrates self-awareness and ethical awareness

• (3) Drive to achieve results for impact

• (4) Inn