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

UNICEF Brazil is looking for a Programme Assistant to work in our office in Salvador, Bahia providing technical, operational, and administrative assistance. This exciting opportunity will also work to facilitate the communication with the team in Brasilia and partners. UNICEF presence in Brazil is through its main office in Brasilia and another 9 field offices around the country. This job opportunity is presential and for Brazilians only or candidates with a work permit for Brazil. UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable people from diverse populations (afro-descendants, indigenous, LGBTQIA+, with traditional or religious identities and persons living with disabilities) are especially encouraged to apply. We are committed to supporting inclusion and diversity within UNICEF Brazil’s workforce.

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. This position plays an important role as it is responsible for the administrative and financial tasks assuring effective support for programmatic implementation and partnerships of the Field Office, as well as strengthening the implementation’s capacities to monitor, execute, and report. Also, this position in Salvador, is responsible for interaction with other UN Agencies at UNHouse.

How can you make a difference?

Under the general supervision of the Chief of Field Office in Salvador, 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 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 Bahia, Minas Gerais, and Sergipe 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, Economics, 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 is required.

Fluency in Portuguese is required.

Knowledge of Spanish is an asset.

Desired Skills:

• Experience in Planning and Programme Management including 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 advanced experience using SAP (ERP System), MS Word, Excel, PowerPoint, and other UNICEF software such as SharePoint.
• Experience in sharing knowledge and training/guide external partners
• Ability to work under pressure supporting multiple portfolios.

For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS). Get acquainted with Our Values Charter: https://www.unicef.org/careers/get-prepared#Vals

The UNICEF competencies required for this post are...

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).

CHILD SAFEGUARDING

Child safeguarding involves proactive measures to limit direct and indirect collateral risks of harm to children, arising from UNICEF’s work, UNICEF personnel or UNICEF associates. The risks may include those associated with: physical violence (including corporal punishment); sexual violence, exploitation or abuse; emotional and verbal abuse; economic exploitation; failure to provide for physical or psychological safety; neglect of physical, emotional or psychological needs; harmful cultural practices; and privacy violations.

Certain UNICEF positions present elevated child safeguarding risks (“elevated risk roles”) and candidates and/or incumbents may be subject to more rigorous vetting and training. Roles may be elevated risk roles because of significant unsupervised direct contact with children, their data, having a role in responding to safeguarding incidents, or being otherwise assessed as presenting an elevated risk. This position has been identified as an assessed risk role.

Click here to learn more about UNICEF’s values and competencies. During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

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 is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. 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.

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children.

Remarks:

Government employees that are considered for employment with UNICEF are required to resign from their government before taking up an assignment with UNICEF.

UNICEF appointments are subject to medical clearance. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). UNICEF reserves the right to withdraw an offer of appointment, without compensation, if medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable from diverse populations (afro-descendants, indigenous, LGBTQIA+ and other minorities) are especially encouraged to apply. We are committed to supporting inclusion and diversity within UNICEF Brazil.

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

The VA is open to all (internal and external candidates).

This job opportunity is presential and for Brazilians only or internal candidates with a work permit for Brazil.