JOB SUMMARY

Under the close supervision of the Chief Field Office in Boa Vista, the Programme Assistant will be responsible for carrying out a range of procedural, administrative, and operational tasks, to help develop, implement, and monitor the country programme, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.

Summary of Key functions/accountabilities:

• 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.
• Supporting on budget revision/preparation, implementation status, position of funding utilization, operational and financial closure.
• Monitoring budgets and financial expenditures of office, ensuring compliance with UNICEF rules and regulations, keeping Chief of Section 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 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.

If you would like to know more about this position, please review the complete Job Description here:  GJP Programme Assistant GS-5_BRZ23020.pdf

To qualify as an advocate for every child you will have…

Minimum requirements:

• Education: Completion of secondary education is required, preferably supplemented by technical or university degree in Accountancy, Public Administration, Planning and Management, Public Management, Tendering and Contracts, or other related disciplines.

A secondary education is required. Remember that a degree cannot be required for a GS position. The VA may, however, include the flexibility clause, i.e., three (3) years and an additional two (2) years of experience may be substituted for candidates holding a Bachelor’s and Master’s degree, respectively.

• Work Experience: A minimum of two years of progressively responsible administrative or clerical work experience is required.
• Language Requirements: Fluency in English and Portuguese is required. Knowledge of Spanish is an asset.

Desirables:

• Developing country work experience and/or familiarity with emergency.
• 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 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.