Programme Assistant, GS5, FT, Salvador, Brazil

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

Programme Assistant (GS5), FT, # 41334, Salvador, Brazil

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential. Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone. And we never give up.

For every child, make a difference.

The post of Programme Assistant at UNICEF Office in Salvador/BA is part of the current organigram of Country Programme of UNICEF-Brazil to 2017-2021. This position plays an important role at the Zonal Office as it is responsible for the administrative and financial tasks assuring effective support for programmatic implementation and partnerships of the Zonal Office, 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 Salvador Zonal Office, 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 for the Zonal Office; and administrative functions related to all office services.

The performance of these activities aim to contribute to the strengthening of a sub-national presence and cooperation of UNICEF in the Bahia, Minas Gerais and Sergipe states, in the Semi-arid Region and their capitals. 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 an on-going assistance on administrative and operational activities in the office and offer appropriated support and collaboration to UNICEF’s counterparties in these three states and theirs capital and municipalities.

• 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 TOR’s in 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 Zone Office informed and advised on actions for decision/follow up
• Caries out transactions in VISION pertaining to cost center grants such as registering grants allotments and tracking expiring programme grants;
• 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.
• Maintaining and updating a system which monitors the absence of staff.
• 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 a champion for every child you will have...

Education:

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.

Experience:

A minimum of five years of progressively responsible administrative or clerical work experience is required.

Desired knowledge on financial and programme/project management.

Candidates with experience supporting high level managers and in programme management will have an advantage.

Language Requirements:

Fluency in English and Portuguese is required. Knowledge of Spanish is an asset.

Desired 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, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The UNICEF competencies required for this post are...

UNICEF’s values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and the following core 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), and Manages ambiguity and complexity (1).

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

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 also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. 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.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.