Programme Assistant

Result of ServiceThe purpose of the Programme Assistant consultant is to contribute to UNEP Brazil Office operational, administrative, financial, travel, procurement and human resources operations performing a variety of standard administrative processes ensuring high quality and accuracy of work and UNEP`S programme. The Programme Assistant will work under the supervision of the UNEP Brazil Office Representative. COMPETENCIES: PROFESSIONALISM: • Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. Shows pride in work and in achievements; Demonstrates professional competence and mastery of subject matter; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; Remains calm in stressful situations. TEAMWORK: ● Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. PLANNING AND ORGANIZING: ● Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. Work LocationBrasilia Expected duration12 months Duties and ResponsibilitiesThe United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. The UNEP Latin America and the Caribbean Office (LACO), located in Panama City, works closely with the 33 countries of the region and its activities are integrated into the Medium-Term Strategy and the Programme of Work approved by the United Nations Environment Assembly (UNEA). UNEP Country Office in Brazil is a key development partner of the Brazilian government and supports national and sub-national public and private sector institutions and civil society to achieve a more sustainable and inclusive society by creating a new relationship between people and nature, and between economic growth and environmental sustainability. Under the overall guidance of the UNEP Brazil Office Representative, the incumbent provides support to office operational, administrative, financial, travel, procurement and human resources operations performing a variety of standard administrative and operational processes ensuring high quality and accuracy of work. The Programme Assistant promotes a client, quality and results-oriented approach, ensuring consistency with UNEP rules and regulations. The Programme Assistant will work with administrative section of the UNEP Brazil office, under the supervision of UNEP Brazil Office Representative and will be stationed at UNEP Brazil Office in Brasilia. The incumbent will work from Monday to Friday, 40 hours per week, on a full-time basis. The Programme Assistant consultant will contribute to the overall administrative routines and processes as follows: Administrative: - Contribute to operations and logistical services. - Contribute to office maintenance. - Provide administrative input to meetings, conferences, workshops, retreats. - Monitor office assets and stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution - Maintenance of the filing system ensuring safekeeping of confidential materials. - Participation in trainings and meetings for the operations/projects staff on administration. - Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit. - Maintenance of the Representative’s calendar, contacts with visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes. - Contribute to the preparation and finalization of informal translations. - Management of Representative’s missions and representation schedule. - Facilitate the flow of information/communication between the Representative and other Units within and outside the office. - Coordination of the information flow in the office, follow up on circulation files. - Perform other administrative relevant duties as required. Human Resources: - In consultation with hiring managers, ensure that the terms of references and job openings evaluation criteria and responsibilities are in line with UNEP rules and regulations. - Collaborate in the preparation of recruitment status reports for use by management. - Collaborate in resolving HR related issues and challenges by conducting necessary research and fact finding and preparing drafts and related documentation for review by the Supervisor. Financial: - Process expense reports in accordance with rules and regulations. - Contribute in the preparation of budget, provision of information for audit. - Request and record refunds in UN's enterprise resource planning (ERP) tool. - Process payments for contracted services and acquired goods, maintaining accuracy and timeliness. - Contribute with the preparation of projects financial reports. Travel: - Collaborate with the staff members and partners on entitlements, policy and procedures on official travel in accordance with governing rules and regulations. - Calculate airfares and construct itineraries in line with the UN governing rules and regulations. - Liaise with contracted travel agency on complex itineraries and issuance of tickets. - Calculate and records lump-sum entitlements. - Request and record refunds in UN's enterprise resource planning (ERP) tool. - Process expense reports in accordance with rules and regulations, where applicable. - Contribute to travel related issues to staff members, on the enterprise resource ERP platform. - Perform other relevant duties as required. Procurement: - Evaluate Low Value Procurement requests to ensure appropriateness of technical specifications and seek clarifications. - Prepare a variety of procurement-related documents, contracts, communications, instructions, reports, etc. - Provide clear and accurate guidance on the procurement guidelines to internal requesters - Ensure all the procurement processes comply with the procurement guidelines. - Build a strategic relationship with suppliers for a long-term goal for purchasing - aiming to minimize the cost of supplies. - Ensure that all procurement documents are filed, and records are up to date. - Perform other relevant duties as required. Qualifications/special skillsACADEMIC: - University degree in Business, Administration, International Relations, Economics, Accounting, Biology, Natural Sciences, Chemistry or related area is required. PROFESSIONAL: − A minimum of 3 (three) years of relevant experience in administration, financial, or programme administrative services is required. - Previous work experience within the UN System is desirable. - Knowledge of UNEP rules and procedures is desirable. - Knowledge of Umoja SAP is desirable. Languages- Fluent in Portuguese is required. - Fluent in English is required. Additional InformationNot available. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.