Programme Assistant GS5, Dili, Timor-Leste, Post # 112072 (Open for Timorese Nationals Only)

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do for as long as we are needed. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for professional and personal development that will help them reinforce a sense of purpose while serving children and communities across the world. We welcome everyone who wants to belong and grow in a diverse and passionate culture, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, the right to a future 

Find out how UNICEF programmes drives change for children in Timor-Leste by visiting https://www.unicef.org/timorleste.

How can you make a difference? 

Under the close supervision and guidance of the supervisor, the programme assistant supports the Child Protection and WASH section by carrying out a range of procedural, administrative, and operational tasks, to help develop, implement and monitor their country programme, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.   

Key functions, accountabilities and related duties/tasks

• Facilitating the processing of contracts for consultants, vendors and external partners that support the office in programme delivery. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements. Keeps vendor lists, partners, and consultant rosters up-to-date.
• Collecting invoices and filing documents for approval and thereafter processing in VISION and Service Gateway.
• Preparing and maintaining records, documents and control plans for the monitoring of project/programme implementation and financial expenditures.
• Supporting the management of administrative supplies and office equipment.
• Maintaining office calendar and arranging meetings. Taking minutes of meetings and keeping the correspondence of the team well organized.
• Providing travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaising with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Maintaining and updating a system which monitors the absence of staff.
• Preparing and maintaining records pertaining to programme planning and development for his/her respective section.
• Carrying out transactions in VISION ensuring programme results, activities and programme coding are as per annual work plans (AWPs), and makes amendments and alterations as per section revisions when necessary.
• Supporting capacity development activities, meetings and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts; arranging times through liaising with participants over availability; liaising with budget focal points and section over costs and needs; and preparing background materials for participants.

If you would like to know more about this position, please review the complete Job Description here: JD - Programme Assistant GS5

To qualify as an advocate for every child you will have…

Minimum requirements:

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the work of the organization.
• A minimum of five years of progressively responsible administrative or clerical work experience is required. A bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience. A master’s degree may replace additional two years.
• Knowledge in administrative, operational, and financial policies and procedures.
• Ability to work effectively with individuals from diverse national and cultural backgrounds.
• Fluency in English is required. Knowledge of Portuguese language is an asset.

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (C