UNOPS Senior Programme Assistant

September 3, 2025

Hardship Level (not applicable for home-based)

A (least hardship)

FamilyUNOPS LICA5

2025-09-15TERMS OF REFERENCE
(Individual Contractor Agreement)

Title: Senior Programme Assistant
Project: UNHCR – Protection and Solutions of Refugees in Ecuador
Duty station: Quito, Ecuador
Section/Unit: UNHCR Programme Unit
Contract/Level: Local Support, LICA 5
Duration: From 15 September to 31 December 2025
Supervisor: Senior Programme Associate, Ms. Catalina Noroña

1. General Background

Ecuador is part of the United Nations Convention of 1951 relating to the Status of Refugees and its 1967 Protocol, as well as major international and regional human rights instruments that recognize the right to asylum. It is also part of the United Nations Convention of 1954 relating to the Status of Stateless Persons and the United Nations Convention of 1961 on the Reduction of Statelessness. The asylum procedure in Ecuador is regulated by the Organic Law of Human Mobility, effective February 6, 2017 ".
The Office of the United Nations High Commissioner for Refugees works in Ecuador supporting the Ecuadorian government to protect refugees. UNHCR's operation in Ecuador began in 2000 as part of the strategy of the organization to protect and aid, particularly to the victims of the Colombian conflict. The operation aims to support the Government of Ecuador to: (i) the development of mechanisms of protection, (ii) strengthening national asylum system, (iii) and identification of durable solutions for refugees.
Ecuador is a country of transit and destination for people who need international protection. In the last two decades, Ecuador hosted more than 80,000 recognized refugees (mainly Colombian) and has become one of the leading countries of transit and destination for refugees and migrants Venezuelans. Ecuador hosts the fifth largest number of Venezuelans after Colombia, Peru, Chile and Brazil, with just over 400,000.
Since 2022, increasing insecurity across Ecuador has had a significant social and economic impact, affecting refugees, migrants and locals alike and mining UNHCR’s protection and inclusion strategy. This downturn has deepened human rights gaps which will adversely affect refugees and migrants, the vast majority of whom work in the informal sector, lack a social safety net and cannot cover their basic needs, such as rent and food and are prone to discrimination and xenophobia.
By July 2025, the operation is coordinated at the national level by the Country Office in Quito. In addition, UNHCR has Field Units in Guayaquil, Esmeraldas, Manta, Tulcán, and Lago Agrio.
UNHCR seeks to recruit persons devoted to the purposes of the Office of the High Commissioner for Refugees and holds functionally relevant work experience related to Programme Management. The Programme unit's mission is to ensure that the operation's programmatic responses are planned, monitored and executed according to protection and solutions priorities and in compliance with the organization's administrative instructions. Budget management and database skills are essential to the position.
2. Purpose and Scope of Assignment
The Senior Programme Assistant receives guidance from more senior programme staff and may receive indirect guidance from other sections and units relevant to the country programme(s). UNHCR Manual, programme objectives, Operations Plans, UN and UNHCR financial/budgetary rules and regulations will guide the work of the Programme Assistant.
The incumbent is expected to have contacts within the organization and outside the duty station, as well as with partners and other stakeholders to collect information, monitor programme activities and implement administrative requirements. S/he is expected to work in line with the multi-functional team (MFT) approach as defined within the Program Manual, ensuring the participation of relevant stakeholders in all phases of the Program Management Cycle.
Duties:
• -Support the programme unit in all monitoring activities, including collecting data form partners and field units, reporting of indicators, monitoring targets and support the MFT in all matters related to indicator management.
• Assist in organizing and documenting the selection of partners in accordance with the policy on selection and retention of partners, ensuring due diligence to meet the requirements of projects.
• Provide support to ensure partnership agreements are established in a timely manner, regularly monitored and reported on in compliance with established guidelines and procedures included in the framework for implementing with partners.
• Guided by the MFT approach, contribute to monitoring activities implemented through partnerships and those under direct implementation in line with Programme Manual and programming instructions.
• Assist in ensuring compliance with issuance of audit certificates for partners in line with the Policy on Risk-Based Project Audits
• Use UNHCR’s corporate tools (e.g. COMPASS, Osmosys, PROMS, CERP) for core activities related to planning, budgeting, implementation and reporting, generating data for evidence-based programmatic decisions and analysis.
• Actively contribute to UNHCR’s programming of community of practice and to the improvement of programming tools and processes.
• Support impact assessment efforts at the levels of impact areas, outcomes, and outputs through the application of data collection and analysis tools such as the Results Monitoring Surveys (RMS) and the Livelihoods Information System. This includes coordination with survey providers, survey design, data quality and analysis, interpretation of findings, and dissemination of results.
• Contribute to the systematization of results and the collection of indicator data, as well as to the development of the Solutions Pillar community of practice within the Operation, with a particular focus on livelihoods and economic inclusion.
• Provide administrative assistance and support in routine services and activities within Programme
• Perform other duties as required.

3. Monitoring and Progress Controls
Support the design and follow up of the monitoring and evaluation plan of the operation.
Participate in project monitoring meetings that will be held by the programme associate in a regular basis.
Provide assistance in negotiations of agreements with implementing partners while ensuring that final PAs are drafted under UNHCR’s financial rules and instructions.
Provide assistance in the review of the implementation and performance of partner agreements and contracts, evaluate work plans, progress reports, indicators, budget, financial reports and expenditures.

4. Qualifications and Experience
Education and work experience

For LICA5 - 2 years relevant experience with High School Diploma; or 1-year relevant work experience with Bachelor or equivalent or higher.
Demonstrated experience in Programme Management, Operation Management Cycle, Results based Management and monitoring related processes.
Computer skills (in MS office) including advanced Excel skills (pivot tables, data management, etc).
Demonstrated experience in Programme Management, Operation Management Cycle and related processes. Knowledge of Results Based-Management. Computer skills (in MS office) including advanced Excel skills (pivot tables, data management, etc).
Languages
• Knowledge of Spanish language is mandatory. Knowledge of English language is desirable.

Key Competencies

• Completion of UNHCR learning programme or specific training relevant to functions of the position including Programme Management – Level 1. E-tutoring of PM1, Framework for Implementing with Partners Learning Programme.
• Experience in programme management training and capacity building activities.
• Capable of teamwork and working under stress
• Prior exposure to UNHCR refugee operations and functions relating to field office programme activities.
• Proven coordination skills
• Knowledge of the local context will be valued.

Functional Skills

• PG-Programme Management (project formulation, programme cycles and reporting standards)
• PG-Results-Based Management
• DM-Database Management
• PG-Programme Analysis
• IT-Computer Literacy

Core Competencies
• Accountability
• Communication
• Organizational Awareness
• Teamwork & Collaboration
• Commitment to Continuous Learning
• Client & Result Orientation

Managerial Competencies
• Empowering and Building Trust

Cross-Functional Competencies
Analytical Thinking
Planning and Organizing
Stakeholder Management
5. Submission of applications
Knowledge of English language is desirable. Level intermediate. (B2)
Shortlisted candidates may sit a technical test.
Foreign candidates, to be considered eligible for this position, must have a temporary or permanent residence in Ecuador that allows them to carry out work activities in the country.
If hired, the candidate must submit a current and updated RUC Unique Taxpayer Registry and a voluntary contribution certificate to the Ecuadorian Institute of Social Security IESS. Voluntary IESS securities will be covered by the staff member.
If you wish to be considered for this vacancy, please submit your application according to the following instructions:

CANDIDATES WITH ACCESS TO THE WORKDAY: In order to apply, you must first create your profile in the WORKDAY system.

EXTERNAL CANDIDATES:

Candidates who do NOT have access to the WORKDAY system must submit their application through UNHCR's official site for applications: https://www.unhcr.org/careers.html Terms of Reference
NOTE
UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation.
UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).
If you are a person with a disability and need additional assistance during the application and/or recruitment process, please contact us by email: ecuquhr@unhcr.org
CVs WILL NOT BE ACCEPTED BY EMAIL. ONLY THOSE APPLICATIONS SENT BY THE SYSTEM WILL BE CONSIDERED.

Standard Job Description

Senior Programme Assistant

Organizational Setting and Work Relationships
The Senior Programme Assistant would normally receive guidance from more senior programme staff in the operation/bureau/division. The incumbent may receive indirect guidance from other sections and units relevant to the country/region programme(s). UNHCR Manual, Operations Plans, UN and UNHCR financial/budgetary rules and regulations will guide the work of the Senior Program Assistant.
S/he is expected to have contacts within the organization and outside the duty station, as well as with partners and other stakeholders to collect information, monitor programme activities and implement administrative requirements. The incumbent is expected to work in line with the multi-functional team (MFT) approach as defined within the Program Manual, ensuring the participation of relevant stakeholders in all phases of the Program Management Cycle.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.

Duties
- Provide administrative assistance and support in routine services and activities within Programme thus better able to meet the needs of persons of concern.
- Assist in organizing and documenting the selection of partners in accordance with the policy on selection and retention of partners, ensuring due diligence to meet the requirements of projects.
- Provide support to ensure partnership agreements are established in a timely manner, regularly monitored and reported on, in compliance with established guidelines and procedures included in the framework for implementing with partners.
- Guided by the MFT approach, support the development and implementation of monitoring plans for activities implemented through partnerships and those under direct implementation in line with Programme Manual and programming instructions.
- Contribute to the review and analysis of operations plans, mid-year and year-end reports, ensuring quality assurance and compliance with established policies, guidelines, procedures and standards. Generate and maintain records of implementation rate (performance progress and expenditures) on a regular basis.
- Assist in ensuring compliance with issuance of audit certificates for partners in line with the Policy on Risk-Based Project Audits.
- Use UNHCR's ERP system for core activities related to planning, budgeting, implementation and reporting, generating data for evidence-based programmatic decisions and analysis.
- Actively contribute to UNHCRs programming of community of practice and continuously contributing to improvements of programming tools and processes.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not applicable

Certificates and/or Licenses
Not specified

Relevant Job Experience
Essential
Demonstrated experience in Programme Management, Operation Management Cycle and related processes.
Knowledge of Results Based-Management.
Computer skills (in MS office) including advanced Excel skills (pivot tables, data management, etc)

Desirable
Completion of UNHCR Learning Programmes or specific training relevant to function of the position including Programme Management Level 1. E-tutoring of PM1, Framework for Implementing with Partners Learning Programme.
Experience in programme management training and capacity building activities.

Functional Skills
*IT-Computer Literacy
PG-Programme Management (programme cycles and reporting standards)
PG-Results-Based Management
DM-Database Management
PG-Programme Analysis
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Required Languages

,

,

Desired Languages

,

,

Additional Qualifications

Skills

DM-Database Management, PG-Programme Analysis, PG-Programme Management (programme cycles and reporting standards), PG-Results-Based Management

Education

Certifications

HCR Learning Program - UNHCR

Other information

This position doesn't require a functional clearance

Remote

No