Programme Assistant (G-5) FT, #138308, Office of Strategy & Evidence - Florence, Italy (for EU nationals or candidates with valid Italian work permit)

Under the general supervision of the Chief, Education Research Unit, the incumbent will provide programme implementation, monitoring, and operational support to the relevant units, with a particular focus on supporting effective resource management.

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.

Visit our website to learn more about what we do at UNICEF.

For every child, the right to a Future

The Office of Strategy and Evidence (OSE) - Innocenti provides leadership across UNICEF and is accountable for the areas of data, research and evidence generation, foresight, knowledge, and to assure development effectiveness through strategic planning, monitoring and results & risk management. It drives the evidence to globally position the Organization on all child related issues, monitor SDGs and serves as the institutional lead for excellence in data, research and foresight on children and child rights to primarily support the national governments and stakeholders as well as United Nations agencies and the global community to progressively realize the rights of the child everywhere.

Would you like to make a difference for every child? Under the general supervision of the Chief, Education Research Unit, you will provide programme implementation, monitoring, and operational support to the Education Unit, with a particular focus on supporting effective resource management.

Join our team and be the person to go to for programme implementation and operational coordination. You will take care of monitoring and tracking budgets in our systems (SAP/VISION), maintaining and strenghtening systems and tools for monitoring grants, partnerships and programme implementation. You will provide programme support related to organizing the Unit's meetings and events, developing contracts, supporting the team on HR management and workforce planning.

Key functions, accountabilities and related duties/tasks:

1. Support programme implementation and operational coordination
   • Provide support in the management of institutional and individual contracts and related agreements to facilitate timely programme implementation and delivery.
   • Develop/strengthen systems and tools to monitor contracts, LTAs, SSAs and related programme activities.
   • Provide guidance and support on key processes in VISION and InSight, including compliance with applicable procedures and requirements.
   • Monitor contractual arrangements and contribute to effective coordination and followup of programme implementation activities.
2. Monitoring and tracking budgets in SAP/VISION focusing on achieving the following results:
   • Maintenance and update of the section SharePoint collaboration site - a customized system (series of tools) developed to monitor the section’s budgets, grants, contracts, including long term agreements (LTAs).
   • Monitor various programme and budget agreements (PBAs): monitor the overall commitments, expenditures of funds in accordance with the budget allotments and weekly reports on available balance, to support effective utilization of resources and alignment with programme priorities and deliverables.
   • Generate various budget reports from VISION as required to support programme monitoring, management decision-making, and donor compliance.
   • Support the preparation of financial reports for donors in consultation with the supervisor. Advise and assist in the preparation of budget estimates for specific projects and activities.
3. Maintenance and strengthening of systems and related tools for monitoring grants, partnerships, and programme implementation:
   • Maintenance of a system that tracks all donor grants received and in particular the grant expiry dates and donor report due dates.
   • Provide support with draft of allocation memos, grant extension requests in VISION, donor report submission, donor agreements.
   • Develop and maintain electronic filing and tracking systems for grant-related documentation and programme records.
   • Support follow-up and coordination related to grant utilization, reporting requirements, and programme implementation timelines.
   • Take necessary actions to ensure there is follow-up on funds/materials missing from grants including drafting allocation memos etc.
4. Programme support related to HR management and workforce planning:
   • Maintain a tracking system with HR related information and cost distribution to support programme planning and implementation.
   • Prepares Funding Certificates for new positions and ensures the section’s posts have the correct funding source
5. Other duties:
   • Responsible for providing efficient and timely budgetary reports as requested.
   • Providing support to develop contracts and organizing of meetings and other programme-related initiatives.
   • Training of other staff on tools/modules etc. that include VISION.

If you would like to know more about this position, please review the complete Job Description here:  Programme Assistant G5 _JD_138308_clear.pdf

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

Minimum requirements:

1. Education: Secondary Education in any related fields.
2. Work Experience: A minimum of 5 (five) years of relevant experience in administrative, accounting, financial or budget work. 
3. Skills:
   • Strong knowledge and skills in using corporate financial systems as well as standard office computer applications.
   • Experience in preparing, maintaining and monitoring project budget plans and expenditures; commitments, expenditures, and liquidation of funds
   • Experience and knowledge in generating and extracting data from VISION (on usage of Budget; grants management, accounting reports, statistics, etc.) is required
4. Language Requirements: Proficiency in English and Italian is required.
5. Non-EU candidates must be in possession of a valid Italian work permit.

Desirables:

1. Language: Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language
2. Familiarity with TeamSite/sharepoint an asset.
3. Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts. 

For every Child, you demonstrate...

UNICEF's Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships
(2) Demonstrates self-awareness and ethical awareness
(3) Drive to achieve results for impact
(4) Innovates and embraces change
(5) Manages ambiguity and complexity
(6) Thinks and acts strategically
(7) Works collaboratively with others

Familiarize yourself with our competency framework and its different levels.

UNICEF promotes and advocates for the protection of the rights of every child, everywhere, in everything it does and is mandated to support the realization of the rights of every child, including those most disadvantaged, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, minority, or any other status.

UNICEF encourages applications from all qualified candidates, regardless of gender, nationality, religious or ethnic backgrounds, and from people with disabilities, including neurodivergence. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF provides reasonable accommodation throughout the recruitment process. If you require any accommodation, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF. Should you be shortlisted, please get in touch with the recruiter directly to share further details, enabling us to make the necessary arrangements in advance.

UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF is committed to fostering an inclusive, representative, and welcoming workforce. For this position, eligible and suitable candidates are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants' bank account information.

Humanitarian action is a cross-cutting priority within UNICEF's Strategic Plan. UNICEF is committed to stay and deliver in humanitarian contexts. Therefore, all staff, at all levels across all functional areas, can be called upon to be deployed to support humanitarian response, contributing to both strengthening resilience of communities and capacity of national authorities.

Visa residence requirements: i.e. UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.