The Position:

As the Programme Assistant, you will play a pivotal role in supporting the Regional Office’s programme and operational efforts in Population & Development as well as Programme Coordination.

This dynamic role combines administrative, organizational, and programmatic responsibilities to ensure smooth coordination and effective delivery of UNFPA’s objectives in the region. You will be part of a collaborative and results-driven team, helping to strengthen systems and streamline processes that align with UNFPA’s strategic priorities.

Under the overall guidance and direct supervision of the Regional Advisor for Population and Development and with a dotted line to the Regional Programme Coordinator, with close collaboration with the Regional Thematic Teams, and you will also work closely with the Operations Manager and their team to provide timely operational and programmatic support to Country Offices (COs).

Job Purpose:

As a Programme Assistant, you will be at the heart of the Regional Office’s efforts to drive meaningful change in the region. Your role is crucial in providing programme, administrative, and financial support to ensure the effective implementation of initiatives that advance UNFPA’s mission of improving lives and promoting sustainable development. You will play a key role in supporting Country Offices, assisting with the management of regional activities, and contributing to the smooth functioning of technical and operational processes.

In this role, you will be 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.

Key Duties and Responsibilities:

You would be responsible for:

Programme and Operational Support

• Support the preparation, implementation, and monitoring of the regional 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, Country Offices, 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 ATLAS, 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 P&D Advisor and Programme Coordinator duty travel; set up and manage administrative files on th 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 Country Offices and partners.
• Support the maintenance of the office filing system and archiving process.

Carry out other duties as assigned by the Regional Adviser or Regional Programme Coordinator.

Qualifications, Skills 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, 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 Atlas/PeopleSoft is an asset.
• Basic knowledge of financial principles and demonstrated experience with financial and spreadsheet software.

Languages:

Fluency in Spanish is required. English working knowledge. Other official UN languages, preferably French and Portuguese, are desirable.