Background

Organizational Context 

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls, the empowerment of women, and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action, and peace and security.

In Indonesia, UN Women works with the government, civil society organizations (CSOs), academia, the media, and the public and private sectors to address national priorities of gender equality and women’s empowerment. Placing the advancement of women’s rights at the center of our work and aligning with UN Sustainable Development Cooperation Framework (UNSDCF) 2021-2025UN Women Indonesia focuses on (1) Inclusive human development through ending violence and discrimination against women and building women’s leadership to build sustainable peace (2) Advance value-added and transformative economy by supporting women’s economic empowerment   (3) Gender-responsive approach to building climate resilience and disaster risk reduction (4) Using innovation and data to leverage gender responsive governance.

The Programme Assistant for the Women’s Economic Empowerment (WEE) Programme is expected to contribute to administrative and financial aspects of the Women’s Economic Empowerment programme of UN Women Indonesia Country Office, which focuses on:

1. Gender-responsive entrepreneurship capacity development
2. Strengthening the role of the private sector for gender-responsive business ecosystem
3. Financing for gender equality and women’s empowerment
4. Advancing women’s economic empowerment in climate action and transition to green economy

Under the supervision of the WEE and Sustainable Livelihoods Team Lead (Programme Manager), the Programme Assistant works with and provides support to the members of the programme team in the Women’s Economic Empowerment Unit in Indonesia in the effective development and implementation of programmes, consistent with UN Women rules and regulations. Working closely with the WEE Programme Associate, the Programme Assistant contributes to programme, administrative, and logistical assistance for smooth programme implementation.

Duties and Responsibilities

Functions 

1. Provide administrative and logistical support to the formulation and management of programmes

• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements, including tracking the delivery of funds;
• Provide administrative support to the executing agencies / responsible parties on routine delivery and reporting of programme supported activities and finances;
• Provide administrative support for the audit of programmes / projects and support implementation of audit recommendations;
• Identify sources and gather and compile data and information for the preparation of documents, guidelines, speeches, and position papers in collaboration with the Programme team.

2. Provide administrative support to the financial management of the Programme Unit

• Create projects in Atlas, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project.
• Provide administrative support in monitoring and preparation of budget and the finances of programmes/projects, and in the preparation of FACE forms.
• Prepare non-PO vouchers for development projects;
• Process payment for consultants, as delegated;
• Create requisitions in Atlas for development projects; register good receipts in Atlas.

3. Provide administrative support to the Programme Unit

• Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
• Make travel arrangements for the Programme Team, including travel requisitions and claims;
• Draft minutes in meetings, as delegated;
• Assemble briefing materials and prepare PowerPoint and other presentations in collaboration with the Programme team;
• Organize and coordinate the filing of documents; maintain mailing lists.

4. Provide administrative support to resource mobilization

• Organize, compile, and process documentation and information from donors and programme team as inputs to various databases and documents.

5. Facilitation of knowledge building and knowledge sharing

• Provide administrative support to the organization of training for the office staff and partners on programme and operations-related issues.

Key Performance Indicators

• Timely and accurate administrative and logistical support to events, workshops, and missions;
• Full compliance of administrative activities with UN Women rules, regulations, policies and procedures;
• Timely and accurate tracking of data for Indonesian CO management and donor purposes;
• Quality maintenance of internal systems and files;
• Quality and timely support to the Women’s Economic Empowerment programme team.

Competencies

Competencies 

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional Competencies 

• Knowledge of programme management;
• Ability to create, edit and present information in clear and presentable formats;
• Ability to manage data, documents, correspondence, reports information and workflow;
• Good financial and budgeting skills;
• Good IT skills.

Required Skills and Experience

Recruitment Qualifications

Education and certification:

• Completion of secondary education is required.
• Bachelor’s degree in Business of Public Administration, economy or related fields is an asset.

Experience:

• A minimum of 5 years of increasingly responsible experience in providing administrative or program management support (for secondary education) or 2 years of work experience (for Bachelor education).
• Experience working in a computer environment using multiple office software packages.
• Experience in the use of QUANTUM ,ATLAS , accounting software or other related or other ERP (Enterprise resource planning software)  is an asset.
• Previous experience in the UN System or international organizations is considered an asset
• Experience in supporting a programme team is an asset.

Language Requirements:  

• Fluency in English and Bahasa Indonesia is required.
• Knowledge of the other UN official working language is an asset.

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION. Click here to download the form: – http://bit.ly/P11system

UN is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. Female candidates are strongly encouraged to apply. All applications will be treated with the strictest confidence.

UN Indonesia 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 UN Indonesia at the same grade level and with similar job description, experience and education requirements.