Administrative Assistant, Gender Equality for Georgia (GG4G), United Nations Entity for Gender Equality and Empowerment of Women (UN Women)

Background

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. UN Women in Georgia supports state and non-state partners towards the achievement of substantive gender equality in Georgia. In line with national and international commitments, UN Women works on the levels of policy and legislation, institutions and grassroots, in order to achieve transformative results for increased gender equality and greater protection of the rights of women and girls.

In November 2023 UN Women, with the generous support of the European Union launched a project “Gender Equality for Georgia” (GE4G). The action will clearly strengthen the lead role of the EU together with the UN in promoting gender equality and women’s empowerment with special emphasis on mainstreaming of gender in good governance, women’s economic empowerment, ending violence against women and harmful practices. The capacities and services developed by this action will strengthen the grounds for a meaningful policy dialogue and positive changes. Gender equality, ensuring bodily autonomy, the rights and choices of women to be protected from violence and to harness better opportunities for participation and development lies at the heart of this proposal as women and girls are its ultimate beneficiaries. Special attention will be paid to male involvement and participation in challenging societal attitudes that are discriminatory towards women. 

Reporting to the EVAW Programme Analyst, the Project Assistant will support in planning, implementing, and managing UN Women interventions under the GE4G project. She/he will work in close collaboration with the programme and operations team in Georgia responsible parties and partners ensuring successful UN Women project implementation and achievement of planned results.

Duties and Responsibilities

The Project Assistant will carry out the following functions under the direct supervision of GE4G Programme Analyst:

• Assist in the preparation of reports, project documentation and submissions;
• Assist in monitoring of the project activities by reviewing project documentation and a variety of records, progress reports, budgets, and financial expenditures;
• Maintain accurate financial and personnel records of the project as required by UN Women Country Office;
• Document project activities and reports;
• Ensure the maintenance of a filing system, reports or other documentation on the project;
• Assist in coordination of the exchange of information among the project partners / responsible parties;
• Prepare and distribute invitation, agendas, various information, etc.;
• Draft correspondence of a routine nature, responses to inquiries ensuring correctness in terms of format, grammar, and spelling;
• Make arrangements for appointments and meetings, provide administrative support to conferences, workshops, retreats;
• Facilitate travel arrangements: initiate travel authorization for approval, reserve flight schedules, coordinate with the Country Office Operations section for relevant travel advances and claims, seek appropriate visa and security clearances;
• Make arrangements for appointments and meetings, providing administrative support to conferences, workshops, retreats of the project;
• Prepare payment requests, financial reports, budget planning, and financial expenditures as needed;
• Safe keeping and maintenance of the project / UN Women equipment and stocks;
• Support the project in the procurement process including preparation of RFPs, TORs, receipt of RFQs, bids for proposals and participate in the evaluation process;
• Support to the management of physical assets disposal/transfer; follow up on request and maintenance for disposal/transfer action and enter records in the asset control database ensuring inventory records are up to date and accurate;
• Maintain an up-to-date list of inventory of the project and support annual physical verification by checking the accuracy of records and location of property;
• Provide administrative services: set up and maintain project files, collect project related information data, update plans, provide support to the quality review process, and support the organization of the Project Board meetings.
• Create requisitions in QUANTUM for the project, register of good receipt in QUANTUM;
• Make budget checks for requisitions;
• Monitor implementation of outstanding balance of direct cash transfer to partners through QUANTUM system;
• Undertake basic financial analysis (i.e. budget variance) to support project information needs;
• Prepare financial reports based on donor and project requirements and provide timely reports from QUANTUM (such as PDRs).
• Providing overall management support and management of the project in QUANTUM, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project.
• Track the financial status of the project at all times and monitor the performance of contractors; prepare budgetary revisions in QUANTUM to reflect any adjustments to the initial approved budget and to be finalized for the year(s) affected by the adjustment
• Assist in preparation of donor reports for the project;
• Assist in Operational Closure of the project;
• Assist with photocopying, scanning, and faxing (both Country Office and project-related activities);
• Maintain general office organization (office supplies, rent, communication and transportation issues, etc.);
• Participate in procurement processes including actions in Quantum Procurement tools;
• Undertake any other project assistance tasks as assigned;
• Perform other relevant duties as required.

Competencies

Corporate:

• Demonstrates integrity by modeling the UN’s values and ethical standards
• Promotes the vision, mission, and strategic goals of UN Women
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Is familiar with UN system

Technical/Functional:

• Proficiency in IT skills demonstrated
• Proficiency in English and Georgian demonstrated
• Sound knowledge of gender equality and WEE issues
• Proficiency in academic writing and reporting demonstrated
• Knowledge and understanding of UN WOMEN administrative procedures and functions will be an asset
• Familiarity with results-based management and human rights-based programming will be an asset

Behavioral:

• Excellent interpersonal and strong communication skills
• Ability to work in an international and multicultural environment demonstrated
• Strong organizational and time management skills, ability to meet deadlines
• Ability to work as a member of a team
• Ability to approach work with energy, commitment and a positive, constructive attitude Resourceful in finding solutions.

Please visit this link for more information on UN Women’s Core Values and Competencies: 

Required Skills and Experience

Academic Background: 

• At least bachelor’s degree or equivalent in finance, administration, or in similar disciplines with 3 years of relevant experience
• At least High School degree with additional six years of relevant experience will be given due consideration in lieu of Bachelor’s Degree

Relevant work experience:

• In case of bachelor’s degree – at least three years of experience in project administrative work, procurement and/or logistics support is required – minimum requirements
• At least six years of relevant professional experience required with high school degree
• Work experience in the field of gender equality and women’s empowerment will be considered an asset.
• Experience in providing project support and/or coordination of activities with NGOs, UN agencies and/or EU institutions, or other donor or international organizations is required;
• Strong experience in preparation of budgets, work-plans and implementation plans is required;
• Strong experience in undertaking internet search using search engines, contributing to report writing and undertaking desk research.
• Knowledge of UN Women/UNDP procurement and financial rules and regulation is an additional advantage;
• Experience in preparation of presentations, meetings and administrative documentation for projects;
• Knowledge of project management tools and utilization of these regularly in work and assignments.
• Experience with Microsoft Office applications, high proficiency in the use of MS Word, Excel and PowerPoint;
• Experience in handling of web-based management systems is an added advantage.

Languages:

• Fluency in written and spoken Georgian and English

Management arrangements:

The contractor will report to and work under direct supervision of the EVAW Programme Analyst and UN Women Operations Manager and overall guidance of UN Women Georgia Country Representative.

Application package for the position of Project Assistant for on SB3-MID level should consist of:

• Duly filled in Personal History Form PHF11 that can be downloaded from ;
• CV;
• Motivation letter.

How to Submit the Application:

• Download and complete the UN Women Personal History Form (P11) –
• Merge your UN Women Personal History Form (P11), CV and Motivation Letter into a single file. The system does not allow for more than one attachment to be uploaded;
• Click on the Job Title (job vacancy announcement);
• Click ‘Apply Now’ button, fill in necessary information on the first page, and then click ‘Submit Application’;
• Upload your application/single file as indicated above with the merged documents (underlined above);
• You will receive an automatic response to your email confirming receipt of your application by the system.

Notes:

• UN Women retains the right to contact references directly. Due to the large numbers of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.  All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.).