Programme Assistant (G-5), FT, #00041334, Salvador - Brazil, LACR

Organizational Context

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential. 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.

Job Purpose

The Programme Assistant (G-5) position in the UNICEF Office in Salvador, Brazil, is integral to the Country Programme. This role is crucial for providing administrative and financial support to ensure effective programmatic implementation and partnerships for the Field Office. The incumbent will strengthen the office's capacities in monitoring, executing, and reporting on programme activities. Under the general supervision of the Chief of Field Office, the Programme Assistant will execute a variety of standardized administrative, financial, and programme tasks, offering professional assistance and support for programme development, implementation, monitoring, results reporting, financial management control, and general office administration. This role directly contributes to strengthening UNICEF's sub-national presence and cooperation in Bahia, Minas Gerais, and Sergipe states, aligning with organizational principles and achieving Country Programme results.

Responsibilities

The Programme Assistant will facilitate the processing of contracts for consultants, vendors, and external partners, including document preparation, form completion, system uploads (SAP, VISION), and logistical arrangements, while maintaining updated vendor and partner lists. They will review and process payments, collect invoices, and file documents for approval and subsequent processing in VISION and the service gateway. The role involves preparing and maintaining records, documents, and control plans for monitoring project/programme implementation and financial expenditures. Support will be provided for the management of administrative supplies and office equipment, maintaining the office calendar, arranging meetings, taking minutes, and organizing team correspondence. The incumbent will monitor funds and resources for the Salvador ZO Cost Center, ensuring effective programmatic and administrative planning, coordination, and monitoring, including budget revisions, implementation status tracking, funding utilization assessment, and financial closure. They will monitor financial expenditures, ensuring compliance with UNICEF rules and regulations, and keep the Chief of Field Office and Programmatic Officers informed. Support will be given to efficient programmatic planning through HACT implementation, following up on HACT plans, E-tools, training sessions, and administrative orientation for partners. Travel assistance will be provided to staff members for arrangements and entitlements, liaising with travel focal points for optimal service and pricing. Records pertaining to programme planning and development will be prepared and maintained. Transactions will be carried out in VISION, E-Tools, and other systems, ensuring programme results and coding align with annual work plans, making necessary amendments. Capacity development activities, meetings, and conferences will be supported through logistical arrangements.

Work Experience

A minimum of five years of relevant administrative and programme support experience is required. Experience in a UN or international organization is an asset.

Skills

Administrative support, Financial processing, Programme monitoring, Record keeping, Office management, Meeting coordination, Travel arrangements, Vendor management, Compliance monitoring, UNICEF systems (VISION, SAP, E-Tools), Capacity building support, Interpersonal skills

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