Job description

The Position:

The Programme Assistant is at the heart of the Country Office’s efforts to drive meaningful change in the Country. The position is crucial in providing programme, administrative, and financial support to ensure the effective implementation of initiatives that advance UNFPA’s mission of improving lives and promoting sustainable development. The Programme Assistant plays a key role in supporting the programmatic and operational area, assisting with the management of project activities, and contributing to the smooth functioning of technical and operational processes. 



 

How you can make a difference:

UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization’s response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies. 

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 who transform, inspire, and deliver high-impact and sustained results and ensure effective external relations, communications, and partnership-building and resource mobilization in a rapidly changing development and funding landscape. We need staff who are transparent, exceptional in how they manage the resources entrusted to them, and who commit to delivering excellence in programme results. 

Job Purpose:

The Programme Assistant role is a vital link between the programme and technical teams, assisting in data management, and coordination efforts that empower the team to make informed decisions and maximize impact. If you are organized, proactive, and thrive in a collaborative environment, this position offers a unique opportunity to contribute to a mission-driven organization and make a tangible difference in the lives of people across the region. 

You would be responsible for:

A. Programme and Operational Support 

  • Support the preparation, implementation, and monitoring of the country programme, ensuring alignment with organizational priorities. 
  • Draft, finalize, and review correspondence, ensuring clarity and compliance with organizational standards. 
  • Ensure optimal communication flows with internal and external partners and within the team through effective use of written, verbal and electronic communication. 

  • Review incoming correspondence, collect and prepare necessary information to reply, ensuring correct spelling, punctuation and formatting; and draft and finalize correspondence responses to routine matters.

    B. Event and Logistics Management 

  • Coordinate logistical, administrative, and financial arrangements for technical workshops, inter-agency meetings, panel discussions, missions, and other events. 

  • Prepare travel authorizations, arrange travel logistics, and process related documentation. 

    C. Data and Information Management 

  • Maintain and update country, partner, and project files, including progress reports, work plans, and budgets, in compliance with UNFPA guidelines. 
  • Compile, analyze, and process data and information from donors, and partners for reports, guidelines, and position papers. 
  • Manage and maintain an online filing system for records and resources, including audio-visual materials; maintain up-to-date electronic mailing lists up to date (internal and external). 

  • Ensure that information is accurate, organized and readily accessible. 

    D. Financial and Administrative Tasks 

  • Prepare requisitions, create vouchers, and process payments in QUANTUM, as required. 
  • Utilize UNFPA reporting systems to produce financial status reports for programmes and projects. 
  • Ensure compliance with UNFPA rules, regulations, and procedures in all administrative and financial tasks. 
  • Manage the teams calendar and schedule of appointments and meetings; organize and record the monthly regional calls for both teams; take minutes and/or notes as required; prepare informal translations, as needed. 

  • Carry out and follow up on all administrative tasks related to the Programme Officers, and Programme Coordinator duty travel; set up and manage administrative files on the mission travel/mission reports; and coordinate the preparation and updating of travel plans. Prepare invitations and support with the travel arrangements for special guests and invitees as required.

    E. Research and Documentation 

  • Conduct bibliographic and database searches to support research activities, summarize findings, and draft contributions for technical papers, reports, and publications. 

  • Prepare briefing materials, PowerPoint presentations, and other documentation for the technical and programme team. 

    F. Network and Coordination Support 

  • Assist in coordinating the UNFPA technical network in the substantive area to foster collaboration and knowledge-sharing. 

  • Organize, compile, and process information as inputs for internal and external stakeholders, supporting various databases and organizational documents. 

    G. Additional Responsibilities 

  • Follow up on the submission of financial reports by funds and partners. 
  • Support the maintenance of the office filing system and archiving process. 
  • Carry out other duties as assigned by the Programme Coordinator/Operations Manager. 
  • Carry out any other duties as may be required by UNFPA leadership. 


Qualifications and Experience: 


Education:  

  • Completion of secondary school preferably supplemented by technical or university courses related to the work of the organization in public administration, finance, International Relations or economics and other related fields.  


Knowledge and Experience: 

  • At least 5 years of relevant experience, including some experience in research assistance.
  • Previous experience within the United Nations system or other international organizations is an advantage. 
  • Strong organizational, interpersonal, communication, and administrative skills. 
  • Proven ability to manage work routines and processes with minimal supervision. 
  • Proficiency in computer applications such as Microsoft Word, Excel, and PowerPoint. 
  • Familiarity with enterprise resource planning (ERP) systems such as QUANTUM / UNALL is an asset. 
  • Basic knowledge of financial principles and demonstrated experience with financial and spreadsheet software. 

Languages: 

  • Fluency (oral and written) in Portuguese and English. Working knowledge of Spanish required. 

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:

  • Providing logistical support 
  • Managing data 
  • Managing documents, correspondence and reports 
  • Managing information and and workflow 
  • Planning, organizing and multi-tasking 
  • Supporting Financial Data Analysis


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.

At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.