Programme Assistant

The Programme Assistant at UNICEF Office in Salvador/BA provides administrative and financial support for programmatic implementation and partnerships of the Field Office. The role supports programme development, monitoring, financial management, and administrative functions to strengthen UNICEF's sub-national presence in Bahia, Minas Gerais, and Sergipe states.

Responsibilities

• Facilitating the processing of contracts for consultants, vendors, and external partners supporting programme delivery, including preparing and filing documents, completing forms, uploading Terms of References in SAP and VISION, and making logistical arrangements.
• Keeping vendor lists, partners, and consultant rosters up-to-date.
• Reviewing and processing payments, collecting invoices, and filing documents for approval and processing in VISION and service gateway.
• Preparing and maintaining records, documents, and control plans for monitoring project/programme implementation and financial expenditures.
• Supporting management of administrative supplies and office equipment.
• Maintaining the office calendar and arranging meetings, taking minutes, and organizing team correspondence.
• Monitoring funds and resources of Salvador ZO Cost Center, ensuring effective programmatic and administrative planning, coordination, and monitoring.
• Providing budget revision/preparation, implementation status, funding utilization determination, operational and financial closure.
• Monitoring financial expenditures ensuring compliance with UNICEF rules and regulations and advising Chief of Field Office and Programmatic Officers.
• Supporting efficient programmatic planning through HACT implementation, including follow-up on HACT plan, E-tools, training sessions, and administrative orientation to implementing partners.
• Providing travel assistance to staff for travel arrangements and entitlements, liaising with travel focal points for best service and price.
• Preparing and maintaining records related to programme planning and development.
• Carrying out transactions in VISION, E-Tools and other systems ensuring programme results and coding align with annual work plans and section revisions.
• Supporting capacity development activities, meetings, and conferences by making logistical arrangements and preparing background materials.

Requirements

• 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.
• A minimum of five years of progressively responsible administrative or clerical work experience is required.
• Demonstrated experience in people supervision is required.
• Fluency in Portuguese and proficiency in English is required.
• Knowledge of Spanish or another official UN language (Arabic, Chinese, French, Russian) is considered an asset.
• Desired knowledge of financial and programme/project management is desirable.
• Candidates with experience supporting high level managers and in programme management is an advantage.
• Experience in Planning and Programme Management including financial control and monitoring social projects is desirable.
• Executive assistance experience is desirable.
• High sense of confidentiality, initiative, and good judgment is desirable.
• Ability to work effectively with people of different national and cultural backgrounds is desirable.
• Training and advanced experience using SAP (ERP System), MS Word, Excel, PowerPoint, and other UNICEF software such as SharePoint is highly desirable.
• Experience in sharing knowledge and training/guide external partners is desirable.
• Ability to work under pressure supporting multiple portfolios is desirable.
• Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts is an advantage.

Skills

• Administrative Support
• Clerical Work
• Staff Supervision
• Programme Management
• Financial Control
• Project Monitoring
• Executive Assistance
• SAP ERP System
• MS Word
• Excel
• Power Point
• SharePoint Development
• Finance Management
• Program Development
• Staff Training and Knowledge Sharing
• Multilingual Proficiency English
• Support to High Level Managers
• Planning and Programme Management

Languages

Portuguese, English