Programme Officer

1.Position InformationPost Title:Programme OfficerPost Level:NOBFunctional Area:Office of the RepresentativeType of appointment:Temporary AppointmentDuration of Appointment:364 days 2.PURPOSE OF THE POST (Statement of overall post accountability.)Under the general guidance of the Representative, supports the functions of the office of the Representative by ensuring that key policy and advocacy issues are available through regular briefings, information, data and analysis on UNICEF’s programmes in Lebanon and the emergency response. The position provides support to donor relations and site visits, including organization of high level and donor visits.Provide high quality administrative assistance to the Representative in his/her oversight role of managing a Country Office composed of a main office based in Beirut plus 4 other field offices. Responsible for the coordination of the Representative’s participation in/and scheduling of all external and internal meetings, including inter-governmental, parliamentary and inter-agency meetings, seminars, as well as official visits. 3.MAJOR DUTIES AND RESPONSIBILITIES (Described in order of importance what incumbent does and how)(a)Support the Office of the Representative, including the Office of the Deputy-Representative, in coordinating activities, performing research, and preparing briefings, position papers, and update donor’s profile. Coordinate weekly meetings and command conferences. Take notes to record discussions and prepare minutes and memoranda for the records. Maintain records and track the status of the Head of Office’s action items, including his/her calendar. Analyze and collect information in support of milestone activities. Produce a variety of substantive and/or routine documents, correspondence, letters etc. (20%)(b)With the support of the Senior Executive Assistant make various administrative arrangements for the work of the Head of Office (and other officials visitors), including travel, appointments, meetings, official social events, press conferences, interviews. Coordinate the schedule of the Head of Office, arrange appointments, book meeting rooms, clear invoices for payments, produce/collect and disseminate documentation.(20%)(c)Organize and maintain the Office of the Representative, establishing, with the support of the Senior Executive Assistant, office file systems, logging and tracking systems, mail and contact listing. Identify need for equipment and supplies. Establish and maintain collections of documentation, records and reports. Identify, request and screen materials for the collection. Conduct substantive searches and indexes materials.(20%)(d)Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing administrative functions such as preparing correspondences and drafting meeting minutes; receiving visitors; arranging conference calls; and scheduling meetings, including meetings of the Country Management Team. Acts as Secretary of the Country Management Team.(10%)(e)Respond to a wide variety of general and substantive queries for information from governmental and non-governmental partners. Screen requests, respond if possible or refer to a wide range of possible sources (inside and outside the Country Office).(10%)(f)Select and compile background and briefing materials for meetings, travel, conferences, fundraising etc. for the Head of Office and other officials as requested.(10%)(g)Screen and review incoming correspondence (mail, email); collect background material; draft and sign correspondence, or clear drafts with supervisor.(5%)(h)Monitors and keeps abreast of Lebanon, Regional and Global events and activities, particularly during travel/absence of the Head of Office, and notes items of interest for follow up.(5%) 4.WORKING CONDITIONS (Do the duties of this post involve frequent traveling or unusual conditions, or is it an office-based post?)Post is office-based, with occasional travel within the country. 5.IMPACT AND CONSEQUENCE OF ERROR(a)Describe the type of decisions regularly made and the impact of those decisions.Decides on the validity, accuracy and usefulness of data, especially as it relates to advocacy and external affairs/relations.  Such decisions may affect the efficiency of the Head of Office’s participation/contribution to specific issues.(b)Describe the type of recommendations regularly made and why they are important.Makes recommendations on the appropriateness of communication channels, courses of action etc… with respect to the participation/contribution of the Head of Office in internal and external meetings. These recommendations contribute to effectiveness of the public relations/external affair strategies.(c)Describe the most damaging error(s) that could be made in the performance of the job, and their consequences. Poor data collection, analysis and evaluation and reporting would result in misdirection of ineffective public relations/external affair strategies.  Inappropriate selection and dissemination of materials would result in incorrect messages, and consequently failure to reach important allies and partners. Such errors would impede effective and efficient advocacy. 6.INDEPENDENCE ( Describe the degree of direction or management guidance the incumbent receives from the immediate supervisor, (e.g., incumbent exercises judgement, takes initiative, etc., under minimal supervision.)Supervisor defines the parameters of assignments and outlines approaches to problem areas.  Research is carried out independently.  Work may be reviewed in progress, to ensure soundness and accuracy. 7.GUIDELINES(a)Indicate which guidelines are required for performing the duties of the post (rules, regulations, policies, procedures, practices, precedents, manuals, instructions, etc.).-UN/UNICEF Policy Papers, especially those relating to public relations, external affairs, fund-raising and programmes-PROs and Executive Directive-UNICEF communication programme manuals-UNICEF country programme plan-Government development plans and policies-UN agency agreements and joint policy papers(b)Describe the degrees to which interpretation of, and deviation from, existing guidelines are permitted, and the authority to propose or establish new guidelines.Incumbent operates within rules and regulations, and makes recommendations to supervisor when deviation from guidelines or changes in procedures are required. 8.WORK RELATIONSHIPSIndicate both the purpose and level of contacts within and outside UNICEF, in order to perform the work effectively.                    a)Internal CONTACT: Representative PURPOSE & FREQUENCY: Consultation, exchange of information CONTACT: Deputy RepresentativePURPOSE & FREQUENCY:Exchange of information, CONTACT:Programme, Planning Monitoring and Evaluation staffPURPOSE & FREQUENCY: consultation and coordination        CONTACT:Operations staffPURPOSE & FREQUENCY: Follow-up on administrative arrangements and financial transactions. CONTACT:Chief of CommunicationPURPOSE & FREQUENCY: Overall policy guidance and CONTACT:Communication Specialists               PURPOSE & FREQUENCY: direction, consultation CONTACT:HQ Divisions/Regional Office    PURPOSE & FREQUENCY: Exchange of information,coordination of activities b)External CONTACT:Government officials, national committees, NGOs, bilateral agencies and donor groups                          PURPOSE & FREQUENCY: Provides information,coordinates activities,briefing and orientation CONTACT:Mass media (TV, radio, newspaperperiodicals, etc.)PURPOSE & FREQUENCY:Maintains contact, follow-up on information needs, monitors opportunities           CONTACT:Religious and civic organizations professional associations, cultural groups, public personalities, community groupsPURPOSE & FREQUENCY: Conveys messages, coordinates activities CONTACT:Production companies, e.g. films videos, publishers, graphic artistsPURPOSE & FREQUENCY:Consultation, coordination and follow up on production of materials CONTACT:University and Research Institutions  PURPOSE & FREQUENCY: Collects data and disseminates information   9.QUALIFICATIONS AND COMPETENCIES required to perform the duties of the post: (a)EDUCATION(Indicate the level of formal education and/or training and field of specialization required.)University degree in public affairs, social sciences, international relations, Business Administration or other related discipline. (b)WORK EXPERIENCE(Indicate the length and type of practical experience required at the national and international levels.)Two-years work experience in a professional capacity in external relations, public affairs, general office administration or international development cooperation preferably within the UN or similar organization, government or NGO. (c)LANGUAGES (Indicate the language requirements.)Fluency in English, French, and Arabic is required. (d)COMPETENCIES (Indicate what key competencies are required, such as computer knowledge, management, communication, negotiating, or training skills, etc.)•Knowledge of current theories and practices in public affairs and international relations;•Good judgment, initiative, high sense of responsibility, organization, negotiating and analytical skills;•Tact, diplomacy and political sensitivity;•Self-confidence, maturity and ability to work and communicate effectively;•Ability to research, analyse, evaluate and synthesize information;•Ability to draft in English, French, and Arabic clearly and concisely, ideas and concepts, routine documents, reports, and meeting minutes;•Capacity to follow up on tasks with a minimal supervision;•Ability to work in a multicultural environment;•Ability to work effectively in a team and in a pressured environment;•Computer skills, including internet navigation, and various office applications. (e)Competency Profile i)Core Values(Required)•Commitment•Diversity and Inclusion •Integrityii)Core Competencies(Required)•Communication [II]•Working with People [II] •Drive for Results [II]ii)Functional Competencies(Required)•Formulating Strategies and Concepts [I] •Analyzing  [I]         •Applying Technical Expertise   [I] •Learning and Researching   [II]                                               •Planning and Organizing [II]