Programme Assistant

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Job Description

How can you make a difference?

Under the general supervision of the Chief of Field Office in Recife, 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 implementation; monitoring and reporting of results programme; financial programmatic management support for the Field Office; and administrative functions related to all office services.

The performance of these activities aims to contribute to the strengthening of a sub-national presence and cooperation of UNICEF in Pernambuco, Paraiba, and Alagoas states. 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 their capital and municipalities. The main tasks are:

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 Field Office and Programatic Officers 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, E-Tools and others systems 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.
For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience.
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: