Programme Assistant

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Description

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• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
• Provide technical guidance to the COs and executing agencies on routine delivery and reporting of programme supported activities and finances;
• Prepare information for the audit of programmes/ projects and support implementation of audit recommendations; 
• Review programme data from programmes/ projects for the CO website;
• Identify sources and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.

• 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 programmes/projects; including the finalization of FACE forms;
• Review financial reports; 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 Quantum;
• Assist in the preparation and follow up of cost-recovery bills in Quantum.
• Support the programme team in preparation of budget and delivery plans and keeping track of expenditure;
• Support the programme managers to ensure timely and quality liquidation of advanced funds.
• Support programme managers in linking projects results with RMS, prepare and establish RMS budgets with project managers.
• Support programme managers and monitoring and evaluation team in country for requests for preparation of financial donor reports and review and comment on draft reports provided prior to finalization;

• 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 power-point and other presentations;
• Maintain and organize up-to-date hard and electronic files for easy access and retrieval, including for audit preparations. Ensure safekeeping of confidential materials.
• Create and maintain files of correspondence/documents and electronically received information, and ensure up-to- date filing. Maintain both hard copies and electronic copies of the office records and reference files on various subjects.

• Prepare cost-sharing and other agreements; follow up on contributions within the CO resource mobilization efforts;
• Organize, compile and process information from donors, COs, and programme team, as inputs to various databases and documents.

• Participation in the trainings for the operations/ projects staff on programme.
• Staying up to date with the latest systems, tools, processes and guidelines from UN Women and relevant partners to efficiently deliver programming.
• Contributions to knowledge networks and communities of practice.
• Provide administrative support synthesis of lessons learnt and best practices related to programme management and finance;

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

• At least 5 years of progressively responsible experience in administration, financial management  or programme management support;
• Work experience supporting budgetary processes and financial tracking is required.
• Experience in working in a computer environment using multiple office software packages;
• Experience in working in a team.
• Experience in the use of Quantum is an asset.
• Work experience within the UN system is an asset.

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

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