Programme Assistant

 RECOMMENDED MINIMUM CONTENT OF TOR FOR AN LSC*

1.        Position Information Office/Unit/Project UNFPA BRA Job Title Programme Assistant LSC* Level LSC5 Duty station (City and Country) Brasília, Brazil Full/Part time Full time Expected starting date September 2025 Expected Duration 1 year Position Number 223021

2.  The Position/Project/Office Background (max 300 words)

UNFPA is the United Nations sexual and reproductive health agency. Our mission is to deliver a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. 

The new country programme for Brazil (2024-2028) envisions that by 2028, women, adolescents and youth, particularly those furthest left behind, can fully exercise their sexual and reproductive health and rights and be free from gender-based violence throughout their lifecycle, in an enabling environment that promotes universal access to SRH and GBV services and equal opportunities for all population groups regardless of gender, race/ethnicity, age, income and geographical location.

The programme will support government actions to reduce equity gaps in the achievement of the transformative results, particularly for the furthest left-behind groups, particularly Afro-descendants, indigenous people, traditional communities, people with disabilities, LGBTQIA+ and key populations, migrants and refugees.

The CPD is based on a total resource plan of USD 30.0 million of which USD 7.5 million from regular resources and USD 22.5 million through co-financing modalities or other resources. Brazil supports the International Conference on Population and Development (ICPD) agenda and ratified the major international instruments for the promotion and protection of human rights, including sexual and reproductive rights.

The proposed Country Programme is the result of an extensive consultation process, held during the development of the UNSDCF, 2023-2027, which involved a wide range of stakeholders, including governmental institutions, at national and subnational levels, statistical agencies, academia and civil society and community-based organizations, including representatives of the furthest left-behind populations.

UNFPA will leverage multi-stakeholder partnerships, including with governmental and non-governmental institutions, at national and subnational levels, other United Nations organizations, academia and centres of excellence and think tanks, professional associations, women-led and youth-led organizations, civil society and community-based organizations, particularly networks or groups that are representative of furthest left-behind populations, and the private sector.

Under the overall guidance of the Operations Analyst and the direct supervision of the Assistant Representative the Programme Assistant provides support to planning, implementation, monitoring and logistical/administrative support to the UNFPA Programme in Brazil.

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. The Programme Assistant plays an essential articulating role between Programme development, implementation and Operations.

3.  Job Responsibilities 

 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.

  Event and Logistics Management

  • Coordinate logistical, 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.

    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. 

      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 Analysts 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. 

        Research and Documentation

        • Conduct bibliographic and database searches to support research activities, summarize findings, and draft contributions for technical papers, reports, and publications.
        • Prepare briefing materials, PowerPoint presentations, and other documentation for the technical and programme team.

          Network and Coordination Support 

          • Assist in coordinating the UNFPA technical network in the substantive area to foster collaboration and knowledge-sharing.
          • Organize, compile, and process information as inputs for internal and external stakeholders, supporting various databases and organizational documents.
          • Provide support to resource mobilization activities, including mapping of potential partners, organizing strategic information, and assisting in the preparation of institutional and presentation materials.

            Additional Responsibilities 

            • Follow up on the submission of financial reports by funds and partners.
            • Support the maintenance of the office filing system and archiving process.
            • Carry out other duties as assigned by the Programme Coordinator/Operations Analyst.

              Carry out any other duties as may be required by UNFPA leadership. 

               

              4.   Institutional Arrangement

              Under the overall guidance of the Operations Analyst and the direct supervision of the Assistant Representative the incumbent provides support to planning, implementation, monitoring and logistical/administrative support to the implementation of the Brazil-UNFPA Technical South-South Cooperation Programme Document (2024-2028).

               

              📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

              ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

              5. Competencies

              UNFPA Values

              • Exemplifying integrity  
                • Demonstrating commitment to UNFPA and the UN System  
                  • Embracing cultural diversity  
                    • Embracing change  

                      UNFPA Core Competencies

                      • Achieving results  
                        • Being accountable  
                          • Developing and applying professional expertise/business acumen  
                            • Thinking analytically and strategically  
                              • Working in teams/managing ourselves and
                                our relationships  
                                • Communicating for impact  

                                  Functional  Competencies

                                  Providing Logistical support

                                   

                                  Managing data

                                   

                                  Managing documents, correspondence and reports

                                   

                                  Managing information and workflow

                                   

                                  Planning, organizing and multi-tasking

                                   

                                  Supporting Financial Data Analysis

                                   

                                  6.   Minimum Qualifications of the Successful LSC* Min. Education requirements Completion of secondary school preferably supplemented by technical or university courses related to the work of the organization in public administration, finance, International Relations or economics Min. years of relevant work experience At least 5 years of relevant experience, including some experience in research assistance. Experience, Knowledge, and skills

                                  Strong organizational, interpersonal, communication, and administrative skills. 

                                  Proven ability to manage work routines and processes with minimal supervision. 

                                  Proficiency in computer applications such as Microsoft Word, Excel, and PowerPoint. 

                                  Basic knowledge of financial principles and demonstrated experience with financial and spreadsheet software.  Desired skills in addition to the competencies covered in the Competencies section

                                  Previous professional experience with  Trilateral South-South Cooperation. 

                                  Previous experience within the United Nations system or other international organizations.

                                  Familiarity with enterprise resource planning (ERP) systems such as QUANTUM / UNALL

                                  Working knowledge of French is desirable.

                                  Required Language(s)

                                  Fluency (oral and written) in Portuguese and English.

                                  Working knowledge of Spanish required

                                  Professional Certificates PMP and Prince 2 certificates will be considered as assets

                                  7.    The following documents shall be required from the applicants:

                                  a)       Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate.

                                  b)       A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.