Programme Assistant

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.  UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

The Programme Assistant role is a vital link between the programme and technical teams, assisting in data management, and coordination efforts that empower the team to make informed decisions and maximize impact. If you are organized, proactive, and thrive in a collaborative environment, this position offers a unique opportunity to contribute to a mission-driven organization and make a tangible difference in the lives of people across the region.

You would be responsible for:

Programme and Operational Support:

• Support the preparation, implementation, and monitoring of the country programme, ensuring alignment with organizational priorities.
• Draft, finalize, and review correspondence, ensuring clarity and compliance with organizational standards.
• Ensure optimal communication flows with internal and external partners and within the team through effective use of written, verbal and electronic communication.
• Review incoming correspondence, collect and prepare necessary information to reply, ensuring correct spelling, punctuation and formatting; and draft and finalize correspondence responses to routine matters.

Event and Logistics Management:

• Coordinate logistical, administrative, and financial arrangements for technical workshops, inter-agency meetings, panel discussions, missions, and other events.
• Prepare travel authorizations, arrange travel logistics, and process related documentation.

Data and Information Management:

• Maintain and update country, partner, and project files, including progress reports, work plans, and budgets, in compliance with UNFPA guidelines.
• Compile, analyze, and process data and information from donors, and partners for reports, guidelines, and position papers.
• Manage and maintain an online filing system for records and resources, including audio-visual materials; maintain up-to-date electronic mailing lists up to date (internal and external). Ensure that information is accurate, organized and readily accessible.

Financial and Administrative Tasks:

• Prepare requisitions, create vouchers, and process payments in QUANTUM, as required.
• Utilize UNFPA reporting systems to produce financial status reports for programmes and projects.
• Ensure compliance with UNFPA rules, regulations, and procedures in all administrative and financial tasks.
• Manage the teams calendar and schedule of appointments and meetings; organize and record the monthly regional calls for both teams; take minutes and/or notes as required; prepare informal translations, as needed.
• Carry out and follow up on all administrative tasks related to the Programme Officers, Advisor and Programme Coordinator duty travel; set up and manage administrative files on the mission travel/mission reports; and coordinate the preparation and updating of travel plans. Prepare invitations and support with the travel arrangements for special guests and invitees as required.

Research and Documentation:

• Conduct bibliographic and database searches to support research activities, summarize findings, and draft contributions for technical papers, reports, and publications.
• Prepare briefing materials, PowerPoint presentations, and other documentation for the technical and programme team.

Network and Coordination Support: 

• Assist in coordinating the UNFPA technical network in the substantive area to foster collaboration and knowledge-sharing.
• Organize, compile, and process information as inputs for internal and external stakeholders, supporting various databases and organizational documents.

Additional Responsibilities:

• Follow up on the submission of financial reports by funds and partners.
• Support the maintenance of the office filing system and archiving process.
• Carry out other duties as assigned by the Programme Coordinator/Operations Manager.
• Carry out any other duties as may be required by UNFPA leadership

Qualifications and Experience: 

Education:  

• Completion of secondary school preferably supplemented by technical or university courses related to the work of the organization in public administration, finance, International Relations or economics.

Knowledge and Experience: 

• At least 5 years of relevant experience, including some experience in research assistance.
• Previous experience within the United Nations system or other international organizations is an advantage.
• Strong organizational, interpersonal, communication, and administrative skills.
• Proven ability to manage work routines and processes with minimal supervision.
• Proficiency in computer applications such as Microsoft Word, Excel, and PowerPoint.
• Familiarity with enterprise resource planning (ERP) systems such as QUANTUM / UNALL is an asset.
• Basic knowledge of financial principles and demonstrated experience with financial and spreadsheet software.

Languages: 

• Fluency (oral and written) in Portuguese and English. Working knowledge of Spanish required.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_2003/job/24103