Programme Assistant

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

I. Position Information

Job Title: Programme Assistant

Reports to (Title/Level): Project Manager (SB 5/1), with the matrix supervisor of the Head of Gender-responsive Governance portfolio, Women's Leadership and Participation area (NOB).

Contract Modality: Service Contract (SC)

II. Organizational Context

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The UN Women Country Programme in Brazil is implemented in line with the national development priorities, as well as in the framework of the international commitments to gender equality and empowerment of women, as well as the UN frameworks and instruments on Human Rights, of which Brazil is signatory, such as the CEDAW, CERD, Beijing Platform for Action, Durban Action Plan, Agenda 2030, as well as the UN Security Council Resolutions on Women, Peace and Security. It is aligned with the United Nations Sustainable Development Partnerships Framework.

The UN Women Country Office in Brazil focuses on three key areas:

• Women lead, participate in, and benefit equally from governance systems
• Women have income security, decent work, and economic autonomy
• All women and girls live a life free from all forms of violence

Reporting to the Project Manager, Gender-responsive Governance, Women's Leadership and Participation, the Programme Assistant works with and provides support to the members of the Programme Team in the development and implementation of effective programmes and projects, consistent with UN Women rules and regulations. The Programme Assistant provides programme, administrative, and logistical assistance to the team for the smooth programme implementation.

1. Provide administrative and logistical support to the formulation and management of programmes

• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements, including tracking the delivery of funds;
• Provide administrative support to the executing agencies / responsible parties on routine delivery and reporting of programme supported activities and finances;
• Provide administrative support for the audit of programmes/projects and support implementation of audit recommendations;
• Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers, in collaboration with the Programme team.

2. Provide administrative support to the financial management of the Programme Unit

• Create projects in Quantum system, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project;
• Provide administrative support in monitoring and preparation of budget and the finances of programmes/projects, and in the preparation of FACE forms;
• Create requisitions in Quantum system for development projects; register good receipts in Quantum system.

3. Provide administrative support to the Programme Unit

• Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
• Make travel arrangements for the Programme Team, including travel requisitions and claims;
• Draft minutes in meetings, as delegated;
• Assemble briefing materials and prepare power-point and other presentations, in collaboration with the Programme team;
• Organize and coordinate filing of documents; maintain mailing lists.

4. Provide administrative support to resource mobilization

• Organize, compile, and process documentation and information from donors, and programme team as inputs to various databases and documents.

5. Facilitation of knowledge building and knowledge sharing

Provide administrative support to the organization of training for the office staff and partners on programme and operations related issues.

Supervisory/Managerial Responsibilities: The incumbent is not expected to supervise personnel.

V. Recruitment Qualifications

Education and Certification:

• Bachelor's degree in Business Administration, or related field or 3 additional years of relevant experience to the post is required.

Experience:

• At least 5 years of progressively responsible experience in administrative or programme management/support is required;
• Experience in working in a computer environment using multiple office software packages (Microsoft 365) is required;
• Experience in the use of ERP systems, preferably Oracle Cloud, is desirable;
• Experience in monitoring ongoing contract activities, projects, and agreements is asset;
• Experience with travel and mission, or organization of events and meetings is an asset;
• Experience in supporting a team is desirable.

Languages:

• Fluency in English and Portuguese is required;
• Working knowledge of Spanish is an asset;
• Knowledge of the other UN official working language is an asset.

VI. Recruitment Process Application

• All candidates must complete the online applications at UNDP Jobs website - UNDP Jobs

Applicants that do not complete the online application and send the supporting documents will not be considered.

Applicants that fail to provide evidence of the information given in the online form and/or P-11 form will be disqualified.

Due to the large number of applications received, only the selected applicant(s) will be notified.

Applicants with employment in public institutions will need to present evidence of leave without pay.

Applicants must be Brazilian nationals.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided based on qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women's policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks.