Programme Assistant

The Programme Assistant provides support for the management of a portfolio within the Environmentally Sustainable Development Unit, assisting programme staff in implementation, coordination of logistical arrangements, administrative and operational support, financial management processes, resource mobilization, and knowledge sharing activities.

Responsibilities

• Provide support to the Programme staff in the implementation of programme/project activities ensuring smooth coordination of logistical arrangements for events, workshops, seminars and briefings of government counterparts.
• Assist in the collection and compilation of background information for programme planning and documentation.
• Support the preparation and formatting of draft programme and project documents, work plans, budgets, and related materials.
• Support the application of results-based management (RBM) tools through basic data organization and documentation.
• Assist in the creation and updating of project and programme data in Quantum, in line with established procedures.
• Support routine follow-up with implementing partners on administrative and operational matters.
• Compile information and documentation required for audits and support follow-up of audit-related actions, as required.
• Assist in the review and compilation of financial and programme reports from implementing partners.
• Support the preparation of routine and administrative documentation in Quantum.
• Maintain proper filing and record-keeping systems for programme and financial documentation.
• Support the creation of requisitions, goods receipt entries, and other standard transactions in Quantum.
• Assist in basic budget checks and tracking of expenditures, under supervision.
• Support programme asset management processes, including record-keeping and inventory updates in line with procedures.
• Support the preparation, revision, and monitoring of project budgetary and financial implementation in line with approved work plans.
• Extract, consolidate, and analyse financial reports and budget implementation data, contributing to management decision-making and project performance monitoring.
• Process records, entries, and transactions in the corporate management system (Quantum), ensuring the accuracy, consistency, and integrity of financial information.
• Support the preparation of periodic financial reviews of projects, ensuring compliance with UNDP rules, regulations, policies, and procedures and, where applicable, with public sector and donor requirements.
• Assist in compiling and organizing information on donors and contributions.
• Support tracking of contributions and maintenance of related records in Quantum and internal files.
• Assist in the preparation and filing of contribution agreements and related documentation.
• Assist in the organization of training sessions and learning activities for programme and operations staff.
• Support the compilation of lessons learned and best practices.
• Contribute to knowledge sharing by organizing and maintaining relevant documentation and information.
• Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Programme.

Requirements

• Secondary education is required.
• A university degree (bachelor´s degree) in Administration, Accounting and Finance, Economics, International Relations, International Cooperation, Biological Sciences, or equivalent will be given due consideration, but it is not a requirement.
• Minimum of 4 years (with Secondary education) or 1 year (with Bachelor´s degree) of relevant professional experience in programme/project support, administration, or operations, preferably within international organizations, public sector, or development cooperation contexts.
• Experience in providing administrative and substantive support to programme or project planning and implementation activities, review information and identify issues.
• Experience in collecting, organizing and maintaining institutional, programme and financial information.
• Experience in handling financial and programme-related processes, including requisitions, invoice processing, expenditure tracking and basic budget monitoring.
• Experience in data entry and management in corporate systems (ERP), preferably in Quantum or similar platforms, including extraction and organization of data to support analysis and reporting.
• Experience in compile, review and synthesize information, including preparation of summaries and briefings, and supporting documentation for audits and programme reviews.
• Experience in the use of computers and office software packages (e.g. MS Office) and handling of web-based management systems.
• Experience working with environment and climate change projects, including familiarity with themes such as biodiversity, sustainable development, or climate policy.
• Experience with vertical funds, such as the Global Environment Facility and the Green Climate Fund, including exposure to their operational and reporting requirements.
• Experience supporting projects with a high level of complexity, including multi-stakeholder and/or multi-component initiatives.
• Previous experience within the United Nations Development Programme or other UN agencies.
• Experience in reviewing and interpreting programme and financial data, identify inconsistencies, and prepare structured inputs to support decision-making.
• Experience in supporting procurement, logistical and operational processes, including organization of institutional activities.
• Fluency in Portuguese and English is required.
• Working knowledge of other UN language is desirable.

Skills

• Programme Support
• Project Administration
• Finance Management
• Budget Monitoring
• Invoice Processing
• Expenditure Tracking
• Data Entry
• ERP Systems
• QUANTUM
• Information Management
• Report Preparation
• Audit Support
• Microsoft Office Suite
• Web-based Management Systems
• Environment Project Support
• Climate Change Knowledge
• Biodiversity Knowledge
• Sustainable Development
• Global Environment Facility Projects
• Green Climate Fund
• Procurement Support
• Logistics Coordination
• UNDP Project Experience
• Programme Data Analysis

Languages

Portuguese, English