Programme Assistant, GS-5, Salvador, Brazil

Under the direct supervision of the supervisor, and the technical guidance of the Chief of Operations, the incumbent performs all programme and administrative activities support functions. Provides executive assistance to the Chief Field Office or Territory Coordinator and other Programme and Communication Specialists in official activities performed by them on behalf of UNICEF.

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

Purpose of the Position

Under the direct supervision of the supervisor, and the technical guidance of the Chief of Operations, the incumbent performs all programme and administrative activities support functions. Provides executive assistance to the Chief Field Office or Territory Coordinator and other Programme and Communication Specialists in official activities performed by them on behalf of UNICEF. 

Key Accountabilities and Duties & Tasks

Summary of key functions/accountabilities:

•        Support to programme development, planning and execution.

•        Support to monitoring and reporting of programme results

•        Support in resource mobilization

•        Support in knowledge management and capacity building

1. Assists in preparing programme status reports required for management, board, donors, budget reviews, programme analysis, annual reports, etc. Contributes to the preparation of reports, project documents by providing information. Prepares and attends internal meetings and technical cooperation meetings, taking notes and preparing corresponding minutes.  Undertakes follow-up action related to the implementation. Identification of problems or alternative courses of action to accelerate/improve programme delivery. Provides supervisor with quantitative and qualitative information on programme implementation. Supports the elaboration of reports.

2. In the frame of HACT, assists partners (Government, CBOs, and NGOs) authorities to plan and organize training.  Briefs and debriefs for the purpose of capacity building in programme financial monitoring.  Undertakes field visits according to section/office’s schedule. Assists in monitoring of project/programme activities by reviewing a variety of records, including control plans, progress reports, project inputs, budget and financial expenditures, donor reports, annual work plans and presentations and field visits.  Carries out all administrative operational control tasks for the project activities. 

3. Produces periodic or ad-hoc reports according to office, HQ or donor demands. Reconcile programme accounts differences. Review historic information of every programme/project, their administrative and financial environment, and produce forecasts for specialist's action.

4. Elaborates transactions according to office’s table of authority and cooperation agreements terms. Within established timeframes, processes information documentation for supervisor’s action.

5. Performs administrative support functions related to all office services, finance and registry. Oversee proper maintenance of premises, common equipment, vehicles and supplies under office reform. Prepare petty cash. Monitor staff attendance.  

6. Drafts, formats, edits and prepares all correspondence on routine and non-routine matters. Prepares, proofreads and clears correspondence for supervisor signature, and makes sure it complies with UNICEF requirements. Prepares informal translations from English to Portuguese and vice-versa, and may act as an interpreter. Receives, screens, logs and distributes all correspondence, attaching necessary background information. Prepares pouch. Classifies, codes and files all correspondence and documents pertinent to management, maintaining appropriate confidentiality. Responsible for office files, including all aspects of filing system maintenance.


7. Coordinates all necessary logistics for staff members’ official travel, inside and outside the country, or special meetings (hotel reservations, itineraries, briefing materials, notes, speeches, presentations, security clearance, etc). Coordinates all administrative arrangements for meetings, workshops, seminars, luncheons and other events, including coordination of transportation logistics, hotel accommodations for participants or visitors, conference room reservations and audio-visual equipment as required. Ensure that all details are covered.

 

Qualifications of Successful Candidate

Education

Completion of secondary education, preferably supplemented with by technical or university courses in statistics, finance, monitoring, administration, economics and/or social sciences is required.

Experience

- Minimum of (5) five years combined and progressive work experience in support of programme activities as well as administrative support, involving office services, finance, supply and human resources is required.

- Facilitation skills needed in order to provide training to counterparts is an advantage.

- Executive assistance experience is required.

Language

- Fluency in Portuguese and English is required. Knowledge of an additional UN Language (Arabic, Chinese, Russian, and Spanish) is considered an asset.

Competencies of Successful Candidate

Core Values

• Commitment
• Diversity and Inclusion
• Integrity

Core competencies

• Communication [ I ]            
• Working with People[ II ]    
• Drive for Results  [I]

Functional Competencies

• Analyzing   [ I ]                  
• Learning & Researching [ I ]
• Planning and organizing [ I ] 
• Following Instructions and Procedures [ I ]

To view our competency framework, please click here. 

In relation, please note that all candidates who wish to apply to this Vacancy Announcement are requested to prepare and submit their respected UNICEF applications in English language.

*Only shortlisted candidates will be notified.

UNICEF is committed to diversity and inclusion within its workforce and encourages qualified female and male candidates from all religious and ethnic backgrounds, representing the diversity of Brazil, such as black and indigenous people, to apply to become a part of our organization. Candidates will be treated equally regardless of gender, sexual orientation, special needs, social and HIV/aids status. UNICEF is a smoke-free environment.