Programme Assistant, Gs-5, Brasília, Brazil

The Position:
The Programme Assistant is at the heart of the Country Office's efforts to drive meaningful change in the Country.
The position 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.
The Programme Assistant plays a key role in supporting the programmatic and operational area, assisting with the management of project activities, and contributing to the smooth functioning of technical and operational processes.
How you can make a difference:
UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled.
The UNFPA Strategic Plan for *** articulates the organization's response to a complex global environment, providing a roadmap for resilience and renewal.
It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by .
This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards and who will defend them courageously and with full conviction.
Job Purpose:
The Programme Assistant role is 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.
You would be responsible for:
A.
Programme and Operational Support
- Support the preparation, implementation, and monitoring of the country 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.
B.
Event and Logistics Management
- Coordinate logístical, 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.
C.
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, 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.
D.
Financial and Administrative Tasks
- Prepare requisitions, create vouchers, and process payments in QUANTUM, 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 Programme Officers, and Programme Coordinator duty travel; set up and manage administrative files on the 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.
E.
Research and Documentation**
- Conduct bibliographic and database searches to support research activities, summarize findings, and draft contributions for technical papers, reports, and publications.
- Prepare brief