Programme Assistant

Background

I. Position Information

Job Title: Programme Assistant
Department: Brazil CO
Reports to (Title/Level): Project Manager, Gender-responsive Governance, Women’s Leadership and Participation/SB-5
Duty Station: Maceió, Brazil

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

UN Women also coordinates and promotes the UN system’s work in advancing gender equality. As part of the United Nations Country Team, leads the Inter-Agency Thematic Group on Gender, Race and Ethnicity, and actively contributes to the other UN inter-agency mechanisms.
In Alagoas, UN Women works in partnership with the State Government to mainstream gender in the government system and to strengthen the work of the Secretaria de Estado da Mulher e dos Direitos Humanos, in line with relevant global norms and frameworks.
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. The Programme Assistant works with and provides support to the “Human Rights of Indigenous and Quilombola Women: A Governance Matter!” project Team in the development and implementation of the project, consistent with UN Women rules and regulations. S/He works with and provides support to the members of the Programme team in partnership with Government officials, donors and civil society, and provides continued support to responsible parties, contributing to the strengthening of partnerships smooth implementation of Partners’ Agreements and Small Grants, and compliance with UN Women rules and regulations.

Duties and Responsibilities

III.Functions

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 onprogramme implementation arrangements, including tracking the delivery of funds;
•Provide administrative support to the executing agencies / responsible parties on routine delivery and reportingof programme supported activities and finances;
•Provide administrative support for the audit of programmes/ projects and support implementation of auditrecommendations;
•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 determineunutilized funds and the operational and financial close of a project;
•Provide administrative support in monitoring and preparation of budget and the finances ofprogrammes/projects, and in the preparation of FACE forms;
•Prepare non-PO vouchers for development projects;
•Process payment for consultants, as deleaged;
•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 theProgramme 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 tovarious 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 andoperations related issues.

Competencies

IV. Competencies

Core Values:
•Respect for Diversity
•Integrity
•Professionalism

Core Competencies:
•Awareness and Sensitivity Regarding Gender Issues
•Accountability
•Creative Problem Solving
•Effective Communication
•Inclusive Collaboration
•Stakeholder Engagement
•Leading by Example

Functional Competencies:
•Knowledge of programme management;
•Ability to create, edit and present information in clear and presentable formats;
•Ability to manage data, documents, correspondence and reports information and workflow;
•Good financial and budgeting skills;
•Good IT skills.

Required Skills and Experience

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;
•Experience in working in a computer environment using multiple office software packages is required;
•Experience in the use of ERP systems, preferably Oracle Cloud, is desirable;
•Experience in supporting a team is desirable

Language Requirements:

•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.

Recruitment Process Application and Submission:

In case of not mentioning the essential requirements in your application, your application will not be considered for evaluation test and, therefore, will be discarded from the process. Only those applications that fit on the shortlist will be contacted for an interview (if applicable). UN Women assumes no responsibility and only describes one of the many ways to compress documents related to the application. You may use whichever one you deem appropriate. All applicants must complete the online at UNDP Jobs website (Careers | United Nations Development Programme) no later than 11:59 pm 11/26/2023. Completed and signed UN Women Personal History form (P-11) in English which can be downloaded from:  

NOTE: 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.

Diversity and Inclusion: 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 on the basis of 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. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)