Programme Assistant

Under the general supervision of the Chief of Youth and Adolescent Development, the Programme Assistant will be responsible for executing a broad variety of standardized administrative, financial and programme tasks providing professional assistance and support to: programme development and implementation; monitoring and reporting of results programme; financial programmatic management control, and administrative functions related to all office services.

The performance of these activities aims to contribute to the strengthening the Youth and Adolescent Development area of UNICEF in Brasilia. Being aligned with the principles, values and priorities of the organization, these activities will directly contribute to the achievement of UNICEF Country Programme results and Management outcomes. 

Into a teamwork environment and based on sensitive and well-defined equity and gender results, this position will provide on-going assistance on administrative and operational activities in the office and offer appropriated support and collaboration to UNICEF’s counterparties.

Summary of key functions/accountabilities:

• Facilitating the processing of contracts for consultants, vendors, and external partners that support the office in programme delivery. This includes preparing and filing documents, completing necessary forms and templates, uploading Terms of References (TOR) in the system (SAP- VISION), and making necessary logistical arrangements. Keeps vendor lists, partners, and consultant rosters up to-date.
• Review and process payments, collecting invoices, and filing documents for approval and thereafter processing in VISION and service gateway.
• Preparing and maintaining records, documents, and control plans for the monitoring of project/programme implementation and financial expenditures.
• Supporting the management of administrative supplies and office equipment.
• Maintaining office calendar and arranging meetings. Taking minutes of meetings and keeping the correspondence of the team well organized.
• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
• Monitors budgets and financial expenditures of office, ensuring compliance with UNICEF rules and regulations, keeping Chief of Section informed and advised on actions for decision/follow up.
• Providing travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaising with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Preparing and maintaining records pertaining to programme planning and development for his/her respective section
• Carrying out transactions in VISION ensuring programme results, activities and programme coding are as per annual work plans (AWPs) and makes amendments and alterations as per section revisions when necessary.
• Supporting capacity development activities, meetings, and conferences by making the logistical arrangements, through engaging with facilitators, caterers, and hosts; arranging times through liaising with participants over availability; liaising with budget focal points and section over costs and needs; and preparing background materials for participants.

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

Minimum requirements:

• Completion of secondary education is required, preferably supplemented by technical or university degree in Accountancy, Public Administration, Planning and Management, Public Management, Social Policy, International Relations Affairs, or other related disciplines.
• A minimum of five years of progressively responsible administrative or clerical work experience is required.
• Fluency in Portuguese and English. Knowledge of Spanish is an asset.

Other desirable skills:

• Background or familiarity with Planning and Programme Management.
• Background on financial control and monitoring social projects.
• Executive assistance experience is desirable.
• High sense of confidentiality, initiative, and good judgment.
• Ability to work effectively with people of different national and cultural backgrounds.
• Training and experience using MS Word, Excel, PowerPoint, and other UNICEF software such as SharePoint
• Strong office management skills.

Source: https://jobs.unicef.org/cw/en-us/job/579842