Programme Assistant Vacancy-Job Ref: JKZMUNICEF/1001/202620

Programme Assistant Vacancy-Job Ref: JKZMUNICEF/1001/202620

Lusaka (Zambia)

Job Description
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.

For every child, the right to a fair chance

The UNICEF Programme of Cooperation with the Government of the Republic of Zambia (GRZ) is designed to address and mitigate the threat of poverty the country’s children face, while responding to the needs with interventions addressing the multiple causative factors.

How can you make a difference?

The successful candidate will work under the Chief of WASH to provides a broad range of administrative, operational, and procedural support to the section. Incumbent facilitates the implementation, monitoring, and delivery of programme results by ensuring timely and effective execution of tasks aligned with UNICEF rules and regulations. The incumbent may support one or more programme areas or cross-functional initiatives and often works in coordination with other sections.

Key functions, accountabilities and related duties/tasks:

Programme & Project Support

Support the preparation, implementation and monitoring of annual work plans (AWPs), ensuring that planned results and coding are aligned with organizational priorities.
Carry out transactions in SAP and ensure data accuracy, monitor project implementation, track expenditures, and process amendments when necessary.
Assist in drafting inputs to programme reports, dashboards, and performance indicators using digital tools.
Liaise with programme and operations colleagues to resolve transactional or procedural issues.

Administrative & Financial Support

Facilitate processing of contracts (consultants, vendors, partnerships), including TOR uploads, Service Gateway transactions, and logistical arrangements.
Manage office calendars, coordinate team meetings, draft meeting minutes/reports and ensure proper filing and dissemination of correspondence and records.
Maintain updated tracking systems for staff leave, absence, and team events.
Prepare documentation for financial monitoring, such as control plans and budget reports.
Collect and facilitate processing of invoices and payment requests through VISION and Service Gateway.

Conduct quarterly physical verifications of office assets, raise procurement requests for replacements, and update the asset records in accordance with UNICEF asset‑management policies.
Update and validate partner contact databases, training participant lists,

Operations and Travel Support

Provide travel support for team members, including trip/itinerary bookings, and coordination with travel focal points and HR for entitlements.
Support procurement of supplies, and office equipment management, maintain updated inventories.

Administrative and Logistics Support and Event Coordination

Provide logistical and operational support for training sessions, workshops, and conferences, including vendor coordination, venue/room bookings, catering services, and communication for participant confirmation.
Assist in preparing background materials, agendas, and attendance records.

Knowledge Management & Communication

Maintain well-organized document repository, both digital and physical where needed, systems for knowledge sharing and institutional memory.
Provide administrative and logistics support for onboarding new staff, interns, consultants.
Support staff in navigating digital repository to locate most up-to-date and relevant resource.
Draft and edit internal communication including meeting summaries and provides inputs to procedural guides if and as needed.

Digital Dexterity

Utilize AI and data visualization tools to obtain synthesized information and presentation.
Maintain digital archives in line with UNICEF’s digital workforce and data protection guidelines.
Champion digital solutions and support colleagues in adopting new tools for efficiency.
Safeguard documents ensuring confidentiality and mitigate data risks.

Emergency Support & Flexibility

Support section during emergencies and/or surge assignments by reprioritizing tasks and providing accelerated administrative and logistical support.
Ensure business continuity by providing back-up support) in the office when required.

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

Minimum requirements:

Education:

Completion of a first degree in accounting or finance. A certification as a chartered accountant is beneficial.

Work Experience:

Minimum five years of relevant administrative or clerical work experience required. Experience working with an international agency, using SAP or related financial software, conducting financial analysis, producing dashboards with Power BI, processing UN HACT/FACE Forms, and working in multi-cultural teams is beneficial.
Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Please click on the button below to Apply.