The Position:

The Programme Assistant position is located in the Country Office of UNFPA in Pretoria, and provides support to officers in the programmes unit. S/he is part of the Programmes Unit, which provides programme and technical support within an engagement and solution center approach, fundamental to UNFPA South Africa’s overall strategy. The Programme Assistant is responsible for supporting the activities of the programmes unit including, among other things, programme design and implementation, research, and data analysis. 

S/he will work under the overall guidance of the Representative and will be directly supervised by the Assistant Representative. 

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.  The UNFPA Strategic Plan for 2026-2029 serves as a final push to achieve the goals of ICPD by 2030. It aims to ensure universal access to sexual and reproductive health and rights, placing the rights and choices of women, adolescents, and marginalized populations at the center of sustainable development. The plan focuses on four key, interconnected outcomes: accelerating progress on ending unmet need for family planning, preventing maternal deaths, eliminating gender-based violence and harmful practices, and adapting to demographic change through evidence-based policies.

The transformational journey mapped out in the Strategic Plan leads to 2030 and the achievement of universal access to sexual and reproductive health and reproductive rights. Emerging trends inform the plan, new and expanded priorities add to longstanding commitments, and “how we work” is changing. To address global challenges and protect past gains, the plan strengthens UNFPA's leadership and operational capacity, particularly in fragile settings. It emphasizes working with partners through country-led strategies, sustainable financing, and evidence-based advocacy. In South Africa, UNFPA’s work has transitioned from fund management to an engagement and solution center. 

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

This position is integral to the programme unit's engagement and solution-centered strategy, providing essential administrative and operational backing for the design and implementation of the country programme. The Programme Assistant contributes to the team's effectiveness by assisting with the preparation of reports, compiling background materials, and maintaining accurate partner and project files in compliance with UNFPA guidelines.

The core purpose of the role is to ensure the smooth functioning of the programmes team through diligent logistical and knowledge management support. This includes organizing workshops and missions, providing research assistance, and managing the procurement and financial reporting for programme activities. Furthermore, the Assistant is responsible for drafting responses to inquiries, preparing presentations, and maintaining information systems to facilitate knowledge sharing and institutional memory, thereby enabling the team to focus on strategic programme delivery.

Responsibilities:

The Programme Assistant has the following major Duties and Responsibilities: 

A. Supporting the Programmes Team in the CO 

• Assist in the preparation of programme work plans, budgets, and proposals.
• Perform data entry and updates in the UNFPA Enterprise Resource Planning (ERP) system especially Quantum and Quantum Plus related to programme activities, including project details, budgets, and expenditures.
• Support the monitoring of programme activities and expenditures against approved work plans and budgets.
• Collect, compile, and analyze programme data and information for reporting and decision-making.
• Prepare draft reports, presentations, and other programme-related documents.
• Coordinate logistical arrangements for programme activities, including workshops, meetings, and field visits.
• Maintain accurate and up-to-date programme files and documentation.
• Facilitate communication and coordination with implementing partners, government counterparts, and other stakeholders.
• Compiles relevant background materials and prepares briefs and summaries if requested.
• Maintain and update partner and project files; including project progress reports, work plans and budgets in compliance with UNFPA guidelines and programme documents.
• Provides logistical support to programmes events by gathering and compiling data and information for the preparation of events documents, speeches and position papers.  This includes (but is not necessarily limited to) preparing and distributing Chart of Account (COA) authorization letters; collecting and following up on nominations and registration; preparing list of participants; managing programmes related travel and visa requirements; circulating events materials.

B. Research and Knowledge Management Sharing Support

• Perform research assistance duties including bibliographic and database searches; summarize information and draft contributions to CO reports, papers, technical notes, and publications.
• Identify sources, and gather and compile data and information for the preparation of the documents, guidelines, speeches and position papers.
• Draft and review reports of various events, conferences, meetings, etc. organized by the programmes team 
• Assist in the archiving, filing, and maintenance of up-to-date electronic mailing lists on programme matters.
• Contribute to the uploading and maintenance of selected information to the UNFPA intranet and related platforms.
• Record and distribute minutes in a timely manner and assist the meeting coordinator by following up on agreed actions and implementation of tasks where appropriate.

C. Programme Operational Support

• Undertake administrative arrangements required for the organization of workshops, inter-agency meetings, panel discussions, roundtables, missions, and other events organized by the programmes team; including organizing team meetings, preparing minutes, coordinating conference room bookings and ensuring room preparedness for meetings.
• Maintain inventory of programme assets and equipment.
• Review incoming correspondence, collect and prepare necessary information for reply/action, and draft and finalize response.
• Support procurement activities in regard with the events for the programmes team, ensuring compliance with UNFPA procurement procedures.
• Raise requisitions with input from designated clients (buyer profile). 
• Process programme-related financial transactions, including requisitions, purchase orders, and payment requests, ensuring compliance with UNFPA financial rules and regulations.
• Produce monthly reports on the financial status of programmes or projects.
• Correctly apply UNFPA rules, regulations and procedures in all activities.

D. General Support 

• Stand-in for other Programme team members on selected functions as may be required. 
• Carry out any other duties as may be required by UNFPA leadership. 

Qualifications and Experience: 

Education:  

• Completed Secondary Level (High School) Education is required.
• First level university degree in an SRHR related field, project/programme management, public health, or relevant social science discipline desirable.

Knowledge and Experience: 

• At least 5 years of relevant experience in SRHR or related fields is desirable
• Experience in development project/programme management in private, CBO/NGO, national and/or international organizations 
• Previous experience in the UN system is an advantage;
• Strong interpersonal and organizational skills;
• Computer literacy - Word, Excel, Power-point, etc.;
• Good knowledge of ERP systems;
• Good writing and communication skills.
• Demonstrated ability to work in a team environment.

Languages: 

• Fluency in oral and written English is required. 
• Professional working knowledge of one or more official South African languages is an advantage
• Working knowledge of another UN Official Language is an asset.

Required Competencies: 

Values:

• Exemplifying integrity, 
• Demonstrating commitment to UNFPA and the UN system, 
• Embracing cultural diversity, 
• 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,

Functional Competencies:

• Programme Support
• Operational Efficiency
• Financial and Administrative Management
• Writing and Editing
• Data Management and Analysis
• Logistics Support
• Knowledge Management
• Partner Management and Communication
   

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements. 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts. 

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.