Programme Assistant (G-5) FT, #138308, Office of Strategy & Evidence - Florence, Italy (for EU nationals or candidates with valid Italian work permit)
Overview
Provides programme implementation, monitoring, and operational support to the Education Unit, with a focus on supporting effective resource management. The role involves monitoring and tracking budgets, maintaining systems for grants and partnerships, and providing programme support for meetings and HR management.
Key Responsibilities
- Support programme implementation and operational coordination by managing contracts and agreements, developing systems to monitor contracts and programme activities, and providing guidance on VISION and InSight processes.
- Monitor and track budgets in SAP/VISION, maintain the section's SharePoint collaboration site for budget monitoring, and generate budget reports.
- Support the preparation of financial reports for donors and advise on budget estimates.
- Maintain and strengthen systems for monitoring grants, partnerships, and programme implementation, including tracking grant expiry dates and donor report due dates.
- Provide support with draft allocation memos, grant extension requests, donor report submissions, and donor agreements.
- Develop and maintain electronic filing and tracking systems for grant-related documentation.
- Support HR management and workforce planning by maintaining a tracking system with HR information and preparing Funding Certificates for new positions.
- Provide efficient and timely budgetary reports, support contract development, and organize meetings and programme-related initiatives.
- Train other staff on tools/modules, including VISION.
Required Experience
A minimum of 5 (five) years of relevant experience in administrative, accounting, financial or budget work. Experience in preparing, maintaining and monitoring project budget plans and expenditures; commitments, expenditures, and liquidation of funds. Experience and knowledge in generating and extracting data from VISION (on usage of Budget; grants management, accounting reports, statistics, etc.) is required. Desirables include relevant experience at country level, particularly in development, fragile settings and humanitarian contexts.
Qualifications
Secondary Education in any related fields.