Operations and Programme Assistant, LSC-6, UNFPA SROC Port-of-Spain, Trinidad and Tobago

The Operations and Programme Assistant applies established systems and procedures and assists in knowledge management by compiling and synthesizing information relevant to population and development, sexual and reproductive health and rights, gender and youth issues.

THE UNITED NATIONS POPULATION FUND

Sub-regional Office for the Caribbean invites applications from suitably qualified applicants residing in Trinidad and Tobago.  

JOB ID: 30720

CLOSING DATE: Tuesday, December 23, 2025

JOB TITLE: Operations and Programme Assistant

GRADE: LSC-6

VACANCY TYPE: Non-rotational

DUTY STATION: PORT , Jamaica

DURATION: Six (6) months

ORGANIZATIONAL UNIT: UNFPA Sub-regional Office for the Caribbean for the English and Dutch Speaking Caribbean  

The Position

Under the overall supervision of the Director for the Sub-regional Office for the Caribbean (SROC), based in Jamaica, day-to-day guidance from the SROC International Operations Manager, SROC and Liaison Officer for Trinidad & Tobago., the Operations and Programme Assistant will support the design, planning, execution and management of UNFPA’s programme by providing operational and programmatic support, including supply chain and logistical support in emergency response contexts at the national and sub-regional levels. The Operations and Programme Assistant position is based in Port-of-Spain, Trinidad & Tobago and is expected to work in an integrated manner with 80% of the time dedicated for regional support and 20% for the national strategic initiatives. 

The Operations and Programme Assistant applies established systems and procedures and assists in knowledge management by compiling and synthesizing information relevant to population and development, sexual and reproductive health and rights, gender and youth issues, including supporting the implementation of UNFPA’s knowledge sharing, reporting obligations and communications approach in programme development.

The incumbent will provide support to ensure that the business processes are followed in the processing of financial transactions related to office management and operations. He/she is instrumental in facilitating administrative support and office management/operations using and developing appropriate mechanisms and systems - particularly Quantum ERP- and ensuring compliance with established procedures. The Operations and Programme Assistant will furthermore implement and support the adherence and monitoring of UNFPA internal remote audit recommendations, and has the responsibility to safekeep and reconcile assets.

You will report to the International Operations Manager and the Liaison Officer of Trinidad & Tobago.

Job Purpose

The incumbent will play a key role in regionally supporting the effective implementation and coordination of UNFPA activities. The position will contribute to the strengthening of the operational foundation of UNFPA’s humanitarian action by linking programme delivery, logistics, and administrative support to ensure timely and accountable response efforts. Particularly in safeguarding the health, dignity and well-being of women and girls affected by crises.

Major Activities/Expected Results

• Provides programmatic and logistical support for UNFPA programmatic interventions, workshops, capacity building activities, commemoration of International Days, review meetings with stakeholders, advocacy and public information events, and other initiatives, including those within the joint UN framework.
• Ensures timely and efficient support to office financial and administration tasks including preparation of payment approval documents for, invoices,, consultancies, vendor creation, raising of requisitions in Quantum with the appropriate Quantum rights provided and submission for, purchase order creation, procurement of goods and services and other related processes, including office management and logistical arrangements.
• Supports the establishment of IP agreements with partners for implementation of UNFPA work plans and LTAs. Provides support in projecting future needs (forecasting) for prepositioning supplies and identify gaps in the logistics pipeline, providing inputs on how to strengthen the logistics chain.
• Contributes to the smooth running of the office by ensuring the provision and maintenance of services and supplies, maintaining up-to-date inventory and records and the appropriate common premises related activities. 
• Works in close collaboration with the wider SROC, implementing and cooperating with other UN agencies, government, civil society partners, relevant humanitarian agencies, stakeholders and field staff to coordinate logistics and supply chain management support for UNFPA operations including in emergencies. 
• Ensures timely and effective procurement and management of UNFPA commodities and supplies at all levels, including delivery, transportation, storage, distribution, inventory and reporting of all UNFPA goods. Undertakes field monitoring visits to warehouses to ensure proper storage, distribution and utilization of emergency supplies. 
• Liaises with stakeholders in the SROC in the fulfillment of daily administrative tasks and to advance the programme and mandate of UNFPA including with governments, regional institutions, civil society organizations including but not limited to FBOs, female and youth-led organizations and others. 
• Support the Programme Assistants as the travel processor sub-regionally, ensuring that all travel logistics are coordinated and supporting documentation is approved for all payments to travel agents and meeting/workshop participants/staff. 
• Supports communications and attendance at outreach activities for the office and to support the UN Communications Group. 
• Supports in compiling data relevant for the conduct of advocacy and policy support activities, establishing and implementing mechanisms to systematically assess the achievement of results, participating in review meetings and evaluation missions and preparing regular inputs to status and progress reports. 
• Supports advocacy and resource mobilization efforts of the Sub-regional Office by compiling and synthesizing relevant background material for use in discussions and public events. Assists in establishing and maintaining networks of donor and public information contacts and provides assistance in organizing and conducting donor meetings.  
• Supports posting of relevant material on social media pages as per internal communication mechanisms.
• Performs reporting of GHG emissions on Impacti, liaising with the Liaison Officer and UNDP to obtain all relevant data for input.
• Supports the Programme Assistant with event planning and management and administration of vendors and suppliers’ transactions
• Attends field visits, outreaches and project activities to assist in the smooth running of the event and to promote the UNFPA agenda. 
• Provides backstopping support to other Programme Assistants and operations team members, where applicable 
• Performs any other functions assigned

Qualifications and Experience:

Education: 

• High School Diploma or Bachelor’s Degree in Operations (finance, logistics, administration) preferred

Knowledge and Experience:

• High School Diploma with six (6) years experience or a Bachelor’s Degree with five (5) years experience
• Previous experience in secretarial, financial and administrative functions;
• Some experience in research assistance;
• Previous experience in the UN an advantage, and knowledge of protocol;
• Previous experience with Quantum ERP system is an advantage
• Prior experience with the UN ALL platform is an advantage
• Strong interpersonal and organizational skills;
• Computer literacy - Word, Excel, Power-point, etc., experience with software applications and interactive virtual meeting platforms allowing effective and efficient team work, and good knowledge of social media platforms;
• Good writing and communication skills.

Languages:

• Fluency in English is required
• Working knowledge of any UN language would be 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:

• Logistical support
• Managing data, documents, correspondence and reports
• Managing information and workflow
• Planning, organising and multitasking
• Job knowledge/technical expertise