Programme Assistant (GS5) (Youth and Adolescent area), FT, Brasilia, Brazil, post # 4686

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. 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 personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

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For every child, make a difference.

The post of Programme Assistant at UNICEF Office for the Youth and Adolescent Development area is part of the current organigram of Country Programme of UNICEF-Brazil to 2024-2028. This position plays an important role in the area and is responsible for the administrative and financial tasks assuring effective support for programmatic implementation and partnerships, as well as strengthening the implementation’s capacities to monitor, execute and report.

 

How can you make a difference?

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.

 

For every Child, you demonstrate…

UNICEF’s values of Care, Respect, Integrity, Trust, Accountability, Sustainability.

Competencies:

• Demonstrates Self Awareness and Ethical Awareness (1)
• Works Collaboratively with others (1)
• Builds and Maintains Partnerships (1)
• Innovates and Embraces Change (1)
• Thinks and Acts Strategically (1)
• Drive to achieve impactful results (1)
• Manages ambiguity and complexity (1)

Familiarize yourself with our competency framework and its different levels:

 Competency_Framework.pdf

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of measures to include a more diverse workforce, including paid parental leave, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

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. UNICEF is committed to promoting the protection and safeguarding of all children. All selected candidates will 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.

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:

• Candidates must be Brazilian citizens or have a valid work permit.
• All candidates who wish to apply to this Vacancy Announcement are requested to prepare and submit their application in English.
• UNICEF’s active commitment to diversity and inclusion is critical to delivering the best results for children. For this position, eligible and suitable candidates from underrepresented groups (indigenous, black, disable) are encouraged to apply.

General remarks:

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.

Final remarks:

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