Programme Assistant, Programme Unit Full-Time

Role Specification

Supports the Assistant Representative by managing the programme of the unit on a daily and weekly basis, by organizing in consultation with the Assistant Representative appointments and meetings and by making necessary travel arrangements for the supervisor.

Organizational Setting

Under the guidance of the Representative and direct supervision of the UNFPA Assistant Representative, the Programme Assistant is responsible for the provision of assistance to the Population and Development (PD) and Gender Programme Officers on issues pertaining to the country programme.

The Programme Assistant is also responsible for the collection of information, maintenance of records and preparation of documentation and correspondence pertaining to programme activities.

Main Tasks & Responsibilities

• Provide administrative support to Gender and Population Programme;
• Sourcing of requisitions into purchase orders – Buyer in ATLAS;
• Support the preparation of Service Contracts (SC) and Individual Consultant (IC) of the Country Office;
• Receive all the Personnel Action Forms (PAFs) of the Projects staff
• Assist in the recruitment of staff;
• Prepare all internaitonal and in-country travel and DSA requests;
• Places, receives and screens telephone calls and answers with discretion;
• Collects data and information on programme matters pertinent for the implementation of the sub-programme; distributes relevant material to counterparts;
• Distributes work assigned to the various programme offices and maintains a follow-up system;
• Draft, type and ensures follow up of routine correspondence and attend to matters of clerical nature for the programme;
• Manage and maintain a filing system of projects and of all national  and international counterparts;
• Organize training events and workshops (including sending out invitations, photocopying and organization of background material on agenda contents);
• Assist assigned Programme Officers in controlling the status of reporting of component projects in particular with regards to annual final reports and to donors;
• Preparing background material, working papers and logistical support for all related to the programme;
• Take minutes at the programme meetings;
• Translate working documents from Portuguese to English and vice versa as required;
• Perform other duties as required;
• Carry out any other duties as may be required by the Programme Officer and Representative.

Work Relations

Internal

• The Programme Assistant works with and provides support to the members of the Technical and Programme Team in the CO, as well as the team under the Assistant Representative;
• Staff in the Country offices;
• Programme Associate and Officers at Regional, Sub-regional Offices and other Country Offices.

Contacts with staff and other personnel promote achievement of common goals and shared objectives and demonstrate personal commitment to UNFPA’s mandate and organizational vision.

External

• Both internal and external contacts include exchange of information on broader aspects of the work area which may include providing clarification of non-routine matters involving some technical input.

Qualifications and Experience

Education:

• Completed secondary level education required;
• First level university degree in public administration, finance, or Social Sciences desirable.

Knowledge and Experience:

• 5 years  of relevant experience;
• Previous experience in the UN an advantage;
• Strong interpersonal and organizational skills;
• Computer literacy – MS Word, Excel, Power-Point, etc.;
• Good knowledge of Atlas / PeopleSoft or other ERP system is desirable;
• Good writing and communication skills;
• Demonstrated ability to work in a team environment.

Languages:

• Fluency in English and Portuguese is required.

Required Competencies

Values:

• Exemplifying integrity;
• Demonstrating commitment to UNFPA and the UN system;
• Embracing diversity in all its forms;
• Embracing change.

 Core Competencies:

• Achieving Results;
• Being Accountable;
• Developing and Applying Professional Expertise/Business Acumen;
• Thinking analytically and Strategically;
• Working in Teams/Managing Ourselves and our Relationships;
• Communicating for Impact.

Functional Competencies

• Logistical support;
• Managing data;
• Managing documents, correspondence and reports;
• Managing information and workflow;
• Planning, organizing and multi-tasking;
• Managing financial processes;
• Job knowledge.

UNFPA Work Environment

UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.