Administrative Support

The UN Women Indonesia Country Office (CO) hosts the ASEAN Liaison Office, which supports ASEAN and its Member States in advancing the Women, Peace, and Security (WPS) agenda in line with global normative frameworks. In this context, UN Women Indonesia launched the five-year project Empowering Women for Sustainable Peace: Preventing Violence and Promoting Social Cohesion in ASEAN (ASEAN WPS Regional Project). Funded by the Governments of Canada, the United Kingdom, and the Republic of Korea, the project supports ASEAN and its 10 Member States in promoting women’s participation and leadership in conflict prevention, resolution, and recovery.

Reporting to the Programme Coordination Specialist, Women Peace and security, the IC for Programme and administrative Support works with and provides support to the members of the Project Team based in Indonesia Cambodia, The Philippines, Viet Nam,  Thailand and Timor-Leste in the implementation of project consistent with UN Women rules and regulations.  S/he contributes to programmatic, and financial management, and programme implementation including providing necessary operational, administrative and programmatic support. The IC for Programme and administrative Support works in close collaboration with the Programme associate, operations unit, programme and projects’ staff in the COs and RO and UN Women HQs as required for resolving complex finance-related issues and exchange of information.

Description of Responsibilities Scope of Work:

• Provide administrative and logistical support to the management of the ASEAN WPS project
• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
• Provide technical guidance to the executing agencies on routine delivery and reporting of programme supported activities and finances;
• Prepare information for the audit of the programme 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.
• Create awards in Quantum

Provide administrative support to the financial management of the Programme Unit:

• Create projects in Quantum, 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 budget preparation and the finances of the programme; including the finalization of FACE forms;
• Review financial reports, and prepare non-PO vouchers for development projects;
• Process payment for consultants;
• Maintain internal expenditures control system;
• Create requisitions in Quantum for development projects; register good receipts in Atlas;
• Assist in the preparation and follow up of cost-recovery bills in Atlas.

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;
• Prepare public information materials and briefing packets;
• Assemble briefing materials and prepare PowerPoint slides and other presentations.
• Provide guidance and training to project assistants as needed

Provide HR management support to the programme unit:

• Facilitate the amendment and extension of contracts
• Update the consultants tracking sheet
• Process timely payments

Facilitate knowledge building and knowledge sharing:

• Provide administrative support synthesis of lessons learnt, and best practices related to programme management and finance;
• Timely filing of programme files
• Regularly update the stakeholder database
• Provide administrative support to the organization of training for the office staff and partners on programme and operations related issues.

Required Qualifications:

Education and Certification:

• Master’s degree in management, Business or Public Administration or any relevant field.

Experience:

• At least 1 year of progressively responsible experience in administration or programme management/support.
• At least of 1 year of experience providing administrative, logistical and Human Resource support  to regional programs in the ASEAN Region.
• Experience in supporting a multicultural team.
• Experience in working in a computer environment using multiple office software packages.
• Experience in the use of Quantum is an asset.

Languages and Technical Requirements:

• Fluency in English is required.
• Knowledge of the other UN official working language is an asset.
• Computer literacy and ability to effectively use office technology equipment, Internet and email.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1001/job/23185