Position Title: Programme Assistant (G-5)
Organisation: United Nations Population Fund (UNFPA)
Location: Pretoria, Gauteng, South Africa
Employment Type: Full-time

Role Overview:
UNFPA South Africa is seeking a dedicated and highly organised Programme Assistant to support the work of the Programmes Unit based at the Country Office in Pretoria. The role provides administrative, operational, and technical support to programme officers and contributes to the effective design, implementation, monitoring, and reporting of programme activities. The Programme Assistant operates within UNFPA’s engagement and solution-centred approach, which underpins the organisation’s strategic direction in South Africa.

The incumbent will work under the overall guidance of the UNFPA Representative and report directly to the Assistant Representative.

Making an Impact:
UNFPA is the UN agency mandated to advance sexual and reproductive health and rights (SRHR) and to ensure that every pregnancy is wanted, every birth is safe, and every young person’s potential is realised. The UNFPA Strategic Plan 2026–2029 accelerates progress toward the International Conference on Population and Development (ICPD) commitments by 2030, focusing on family planning, maternal health, the elimination of gender-based violence and harmful practices, and evidence-based responses to demographic change.

In South Africa, UNFPA has evolved into an engagement and solutions hub, working closely with national partners to deliver sustainable, high-impact results. The organisation seeks principled, ethical professionals who uphold human rights, demonstrate accountability, and deliver excellence in programme implementation.

Job Purpose:
The Programme Assistant plays a vital role in strengthening the operational effectiveness of the Programmes Unit by providing comprehensive administrative, logistical, and knowledge management support. The position supports programme planning, implementation, research, reporting, and financial processes, ensuring compliance with UNFPA policies and contributing to efficient and results-driven programme delivery.

Key Responsibilities:

A. Programme Support

• Assist with the preparation of programme work plans, budgets, and proposals.
• Capture and update programme data in UNFPA’s ERP systems (Quantum and Quantum Plus).
• Monitor programme activities and expenditures against approved plans and budgets.
• Compile, analyse, and organise programme data for reporting and decision-making.
• Draft reports, presentations, briefs, and other programme-related documents.
• Coordinate logistics for workshops, meetings, field missions, and events.
• Maintain accurate and up-to-date programme and partner files in line with UNFPA requirements.
• Facilitate communication with implementing partners, government counterparts, and stakeholders.
• Provide logistical support for programme events, including participant coordination, travel arrangements, COA authorisations, and documentation.

B. Research and Knowledge Management

• Conduct research support activities, including database and literature searches.
• Summarise information and contribute to reports, technical notes, and publications.
• Draft and review reports from programme events, meetings, and conferences.
• Support archiving, filing, and maintenance of electronic mailing lists and records.
• Upload and maintain relevant content on the UNFPA intranet and related platforms.
• Record, circulate, and follow up on meeting minutes and agreed action points.

C. Operational and Financial Support

• Provide administrative support for workshops, inter-agency meetings, missions, and consultations.
• Manage meeting logistics, room bookings, and preparation of agendas and minutes.
• Maintain inventories of programme assets and equipment.
• Review incoming correspondence and prepare draft responses as required.
• Support procurement processes in compliance with UNFPA procedures.
• Raise requisitions and process programme-related financial transactions, including purchase orders and payments.
• Produce monthly financial status reports for programmes and projects.
• Ensure strict adherence to UNFPA rules, regulations, and procedures.

D. General Duties

• Provide back-up support to other Programme Unit staff as required.
• Perform any additional duties assigned by UNFPA management.

Qualifications and Experience:

Education:

• Completed secondary (high school) education is required.
• A first-level university degree in SRHR, public health, programme/project management, or a relevant social science discipline is an advantage.

Experience:

• At least five (5) years of relevant experience in SRHR or related development fields is desirable.
• Experience in programme or project administration within NGOs, CBOs, government, or international organisations.
• Prior experience within the UN system is an added advantage.
• Strong organisational, interpersonal, and teamwork skills.
• Proficiency in MS Word, Excel, PowerPoint, and ERP systems.
• Excellent written and verbal communication skills.

Languages:

• Fluency in written and spoken English is required.
• Working knowledge of one or more official South African languages is an advantage.
• Knowledge of another UN official language is an asset.

Required Competencies:

Core Values:

• Integrity and ethical conduct
• Commitment to UNFPA and the UN system
• Respect for diversity
• Adaptability to change

Core Competencies:

• Results-oriented performance
• Accountability
• Analytical and strategic thinking
• Professional expertise and sound judgement
• Effective teamwork and relationship management

Functional Competencies:

• Programme and operational support
• Financial and administrative management
• Data management and analysis
• Writing and editing
• Logistics and event coordination
• Knowledge and partner management

Compensation and Benefits:
UNFPA offers a competitive remuneration package, including a net salary, health insurance, and additional benefits in line with UN policies.

Work Environment and Diversity:
UNFPA fosters a diverse, inclusive, and equitable workplace grounded in gender equality and respect for human rights. Applications are strongly encouraged from women, persons with disabilities, members of the LGBTQIA+ community, and individuals from underrepresented groups. Reasonable accommodation is available throughout the recruitment process.

Disclaimer:
Appointment is subject to reference and background checks, medical clearance, and other administrative requirements. UNFPA does not charge any fees at any stage of the recruitment process.