Programme and Administrative Specialist for Governance/Women, Peace, and Security

Background

Background/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 government, civil society organizations (CSOs), academia, the media, 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, UN Women Indonesia focuses on (1) Ending violence against women (2) Promoting women’s human rights (3) Women’s economic empowerment (4) Women contribute to and have greater influence in building sustainable peace.

As the specialized UN Agency on gender equality and the empowerment of women, UN Women in Indonesia is also working alongside other UN Agencies to ensure that commitments on gender equality and gender mainstreaming are translated into UN works and programmes to achieve Sustainable Development Goals across the country. UN Women programmes in Indonesia are guided by the Strategy Note 2021-2024, that is aligned with UN Sustainable Development Cooperation Framework (UNSDCF) signed between the Minister of National Planning and UN system in the country. In addition to programmatic interventions, UN Women has a triple mandate of normative support, UN coordination, and operational activities.

Under the overall supervision of the Governance/Women, Peace and Security (G/WPS) Programme Analyst, the National Consultant – Programme and Administrative Specialist for Governance/Women, Peace, and Security will support the Office by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The national consultant will work in close collaboration with the programme staff and the Operations team to ensure consistent service delivery. More specifically, he/she will provide support to administrative support for Governance/Women, Peace, and Security related work.

Duties and Responsibilities

Description of Responsibilities/ Scope of Work

Deliverables

Under the overall supervision of the G/WPS Programme Analyst, the National Consultant will provide direct support to the Country Office.  The consultant will undertake the following:

Provide general administrative and logistical support for the Governance/Women, Peace, and Security related work in accordance with UN Women rules, regulations, policies, and strategies.

• Undertake logistical, administrative and financial arrangements for meetings, webinars, conferences, workshops, events, and missions;
• Make travel arrangements for the Programme Team, including travel requisitions and claims, making hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
• Assemble briefing materials and prepare PowerPoint and other presentations, in collaboration with the Programme team;
• Draft minutes in meetings, as delegated;
• Provide administrative support in the preparation of documents for the payment process for LTA, vendor, consultants, etc.
• Provide administrative support in the processing the payment in the system
• Provide administrative support in the preparation of procurement of services or goods arrangements, support the preparation for Request for Micro-Canvassing, Requisition, Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposal, their preliminary evaluation;
• Create requisitions in Quantum system for development projects; register good receipts in Quantum system;
• Support in preparing the documents for recruitment of consultants; maintain record of recruitment documentation for audit purpose (reviewing candidate applications, and all administrative aspects of the recruitment, archiving and maintaining records and liaising with the relevant unit to ensure appointments are achieved as planned);

Provide financial management support to the project under the guidance of the GWPS Programme Associate

• Support financial expenses monitoring of the GWPS funding;
• Provide administrative support for the audit of programmes/ projects and support the implementation of audit recommendations;
• Prepare information for the audit of programmes/ projects and support the implementation of audit recommendations
• Review financial reports; prepare non-PO vouchers for development projects
• Provide support in the preparation, review and finalization of FACE forms (working closely with retainers).
• Process payment for consultants, retainers, vendors and other external parties

Provide effective support to programme associate unit on Budget and Finance Management

• Prepare supporting documents for the budget revision, revise project award, zero dollar invoice to create projects in the Quantum system, and determine unutilized funds and the operational and financial close of a project

• Prepare supporting documents for budget monitoring preparation and the budget execution of the project

Provide administrative support to documentation and knowledge management

• Organize and maintain a filing system to document files and ensure a functional record-keeping system;
• Maintain mailing lists and database of stakeholders and beneficiaries;
• 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; and
• Organize, compile, and process documentation and information related to the Governance/Women, Peace, and Security related work, and programme team as inputs to various databases and documents.

Consultant’s Workplace and Official Travel

The consultant is expected to be based in UN Women Indonesia Office in Jakarta, Indonesia. The consultant may be required to travel outside Jakarta as assigned by the hiring unit.

Deliverable	Expected completion time (due day)
Submission of report on all activities in supporting the Programme and Administrative period of July 2024 in line with request and feedback from UN Women	31 July 2024
Submission of report on all activities in supporting the Programme and Administrative period of August 2024 in line with request and feedback from UN Women	30 August 2024
Submission of report on all activities in supporting the Programme and Administrative period of September 2024 in line with request and feedback from UN Women	30 September 2024
Submission of report on all activities in supporting the Programme and Administrative period of October 2024 in line with request and feedback from UN Women	31 October 2024
Submission of report on all activities in supporting the Programme and Administrative period of November 2024 in line with request and feedback from UN Women	30 November 2024
Submission of report on all activities in supporting the Programme and Administrative period of December 2024 in line with request and feedback from UN Women	31 December 2024

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

Required Skills and Experience

• Completion of bachelor’s degree required, preferably in a field related to accounting, finance or administration;
• At least 5 years of progressively responsible experience in administration or programme and project management or support;
• A prior UN experience of running secretarial and administrative functions;
• Experience in the use of Quantum and UNAll systems;
• Ability to command and use Microsoft and relevant applications, including Word, Excel and PowerPoint Presentations;
• Demonstrated experience in supporting a team; and
• Fluency in oral and written English with an emphasis in strong writing skill.

How to Apply

• Interested candidates are encouraged to submit an electronic application no later than 25 June 2024. The application must include (as an attachment) the following documents:
• Letter of Interest containing the statement on the candidate’s experience in line with the scope of work and requirements.
• Updated CV.
• P11, including past experience in similar assignments, can be downloaded at this link.

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