Programme Assistant

Sucre | Tucupita | Delta | Bolívar | Coro | Caracas

  • Organization: UNDP - United Nations Development Programme
  • Location: Sucre | Tucupita | Delta | Bolívar | Coro | Caracas
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date: 2025-12-31

Background and Organizational Context
The Bolivarian Republic of Venezuela is facing a complex and multidimensional humanitarian situation, characterized by a severe economic downturn and the deterioration of basic services, including health, water, electricity, and education. The current context has deepened preexisting vulnerabilities and generated new needs, disproportionately impacting the most vulnerable groups: women, children, adolescents, older adults, and indigenous communities. The situation is aggravated by recurring climatic phenomena, such as heavy rains and floods, which exacerbate the population's living conditions.
 
In this context, strengthening subnational coordination and monitoring of the humanitarian response is a priority for the Humanitarian Country Team (HCT) to optimize existing resources, avoid gaps and duplication, and ensure that assistance reaches the most vulnerable populations in a timely, predictable, and effective manner, based on the humanitarian principles of humanity, impartiality, neutrality, and independence.
 
The humanitarian presence in the country has expanded, with four sub-offices in Caracas, Zulia (Maracaibo), Táchira (San Cristóbal), and Bolívar (Ciudad Guayana). Additionally, some United Nations agencies have staff networks in other states. This situation calls for consolidating OCHA's presence to strengthen intersectoral coordination of the humanitarian response, analysis of needs and the evolving humanitarian situation, and advocacy to address access restrictions in certain areas.
 
The states of Apure, Bolívar, Delta Amacuro, Falcon, Sucre, and the Caracas Capital District, are characterized by having an active presence of UN Agencies, INGOs, and NGNOs that have been developing humanitarian actions since 2019. The convergence of these humanitarian actors is a challenge for effective coordination at the subnational level. Likewise, the presence of civil and military authorities, as well as organized community structures, requires communication and articulation to facilitate safe and unhindered access to humanitarian aid, therefore, humanitarian coordination at the local level is not only an advantage, but an absolute necessity for an efficient response. To this end and to achieve this purpose, OCHA Venezuela is recruiting six (6) Programme Assistants.
 
 
Position Purpose
The Programme Assistant will contribute to facilitate a coherent and effective response and his or her responsibilities will be directly aligned with OCHA's core functions. The Programme Assistant will report to the OCHA Head of Sub-Office in Ciudad Guayana, or Head of Sub-Office in Maracaibo, or Head of Sub-Office in San Cristobal (depending on the state to which he or she is assigned) and to the Coordination Unit of the OCHA national office. The Programme Assistant will report directly to the Head of the OCHA Sub-Office to which he or she is assigned.
 
Subnational coordination and monitoring carried out by Programme Assistant on the ground contributes to strengthening the humanitarian coordination architecture. Specifically, the Programme Assistant will be responsible for supporting existing coordination mechanisms in the assigned state. Successful performance will allow for the collection of additional information on community needs, response, access, and perceptions. Within this framework, the Programme Assistant's scope of responsibility encompasses the assigned state, extending to related areas and areas of influence.
 
Location
please note that there are six positions available in different locations. In your application, you will be able to select which duty station you are applying for and rank them in your order of priority.
 
Duty Stations:
  • Cumana (Sucre)
  • Tucupita (Delta Amacuro)
  • Puerto Ordaz (Bolívar)
  • Coro (Falcon)
  • San Fernando de Apure (Apure)
  • Caracas
 
Duties and Responsibilities
  1. Assists in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
  2. Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues.
  3. Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
  4. Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
  5. Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
  6. Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
  7. Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
  8. Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
  9. Provides guidance/training to new/junior staff.
  10. Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
  11. Assists with visualizations and updating information material such as web pages or brochures.
  12. Supports the organisation of coordination forums and technical roundtables by preparing background materials, attending meetings and drafting summaries to facilitate humanitarian coordination.
  13. Assists in drafting periodic situation reports and updates, highlighting operational factors affecting the humanitarian situation and response efforts.
  14. Provides support for monitoring activities by compiling field inputs on project achievements, challenges and access constraints for internal review.
  15. Assists the Liaisons with local stakeholders to gather information and promote acceptance of humanitarian programmes.
  16. Performs other duties as assigned.
 
Competencies
Core Competencies
  • ACHIEVE RESULTS - LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
  • THINK INNOVATEVELY - LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
  • LEARN CONTINUOUSLY - LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
  • ADAPT WITH AGILITY - LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
  • ACT WITH DETERMINATION - LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
  • ENGAGE AND PARTNER - LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
  • ENABLE DIVERSITY AND INCLUSION - LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
 
Cross-Functional Competencies
  • BUSINESS DEVELOPMENT
    • KNOWLEDGE GENERATION: Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.
    • COLLECTIVE INTELLIGENCE DESIGN: Ability to bring together diverse groups of people, data, information, ideas, and technology to solve problems and design solutions or services. Knowledge and understanding of Collective Intelligence Design principles, methodology and practices.
  • BUSINESS MANAGEMENT
    • CUSTOMER SATISFACTION / CLIENT MANAGEMENT: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to Fulfill and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.
    • PROJECT MANAGEMENT: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
    • RISK MANAGEMENT: Identify and organize action around reducing, mitigating and proactively managing risks.
    • RESULTS-BASED MANAGEMENT: Ability to manage the implementation of strategies, programmes, and projects with a focus at improved performance and demonstrable results. Knowledge and understanding of relevant theories, concepts, methodologies, instruments, and tools.
    • PARTNERSHIPS MANAGEMENT: Build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with OCHA strategy and policies.
    • RESOURCE MANAGEMENT: Allocate and use resources in a strategic or tactical way in line with business needs and priorities and principles of accountability and integrity.
 
Required Skills and Experience
 
Education:
  • Completion of secondary education is required.
  • Bachelor’s degree in social, humanitarian and/or related sciences will be given due consideration, but it is not a requirement.
Experience, Knowledge and Skills:
  • Minimum five (5) years (with secondary school education) or two (2) years (with a Bachelors’ degree) of relevant experience in programme or project administration, technical cooperation, humanitarian coordination, social programs projects, community assistance or related areas, is required.
  • Proven analytical skills and experience in the timely delivery of written reports, situation analysis and document drafting.
  • Experience in working in a computer environment using multiple office software packages.
Additional Desirable Criteria:
  • Proven experience in coordinating and facilitating multi-stakeholder meetings involving UN agencies, national and international NGOs, and government authorities is desirable.
  • Demonstrable field experience in implementing, monitoring or evaluating humanitarian or development projects/programmes is desirable.
  • Understanding of the humanitarian architecture and the Venezuelan socio-political context, including the roles of the Humanitarian Coordinator, OCHA, the Humanitarian Country Team (HCT) and the Clusters, as well as the humanitarian principles is desirable.
  • Understanding of OCHA and the humanitarian system's coordination and information management tools (e.g. 345W, Humanitarian Response Plan) is desirable.
  • Previous experience of working within the UN system, the Red Cross/Red Crescent Movement, or a recognized international humanitarian NGO, is desirable.
  • Ability to work with minimal supervision, efficiency, competence and integrity with people of different national backgrounds, is desirable
Languages:
  • Fluency in in oral and written Spanish is required.
  • Knowledge of English at an intermediate level is desirable.
 
Important applicant information
All posts in the FTA categories are subject to local recruitment.
 
Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 
 
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
 
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.
 
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
 
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

You need an Impactpool account to apply for this job

It's free and takes only a moment to sign up

Sign up and apply

Already a member of Impactpool?

Sign in to your account Linkedin logo | Sign in with LinkedIn
Fellow badge

This feature is included in the Impactpool Fellowship.

Become a Fellow and get a summary of the job description to quickly understand the role and the requirements

Become a Fellow Signin