Programme Assistant

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Description

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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, men and diverse genders as partners and beneficiaries of development, human rights, humanitarian action and peace and security. 

• All human development and human rights issues involve gender dimensions. UN Women globally focuses on key priority areas that are fundamental to women’s equality, and that can unlock progress across the board. UN Women’s priority areas include increasing women’s leadership and participation in political spaces, ending violence against women, enhancing women’s economic empowerment, engaging in all aspects of women peace and security processes, making gender equality central to national planning and budgeting through Gender Responsive Budgeting (GRB) and advancing gender in intergovernmental processes.
• UN Women’s work on ending violence against women focuses on advocacy for, and support to, women and girls’ access to quality, multi-sectoral services essential for their safety, protection, and recovery, especially for those who already suffer multiple forms of discrimination. 
• UN Women India Country Office is currently implementing a programme in five states to forge and strengthen multi-stakeholder partnerships in the tea, spice, cotton and textile sector to improve the overall health, wellness, and safety of women in the tea, spice, cotton, and textile sectors. The programme also aims to collaborate with local governments and community organizations to strengthen the capacities of women and men agents of change, ensuring sustainable practices and coordinating efforts in the prevention of violence against women.
• Within this context, UN Women seeks the services of a Programme Assistant – Ending Violence Against Women in New Delhi. Reporting to the Programme Specialist – Ending Violence Against Women and day with day guidance and mentoring by the Programme Manager- ending Violence Against Women Unit, UN Women seeks the services of a dedicated Programme Assistant to support smooth management including implementation, monitoring, and evaluations of the programme.

Functions:

Under the overall supervision of Programme Specialist – Ending Violence Against Women (EVAW), and day to day guidance and mentoring provided by Programme Manager- Ending Violence Against Women (EVAW), the Programme Assistant – EVAW will work with the Project team to ensure that the project produces the results in the States to the required standards of quality and within the given time and cost specifications. The Programme Assistant will have the following tasks:

Provide administrative and logistical support to the formulation and management of the Programme/Project: 

• Provide administrative support in the preparation of project work plans, budgets, and proposals on project implementation arrangements; 
• Prepare information for the audit of the project 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. 
• Prepare and distribute minutes and in a timely manner and assist the program team by following up on agreed actions and implementation of tasks

Provide administrative support to the financial management of the Programme/Project: 

• 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 support in monitoring budget preparation and the finances of projects/projects; including the finalization of FACE forms/Financial reporting forms; 
• Review financial reports; prepare non-PO vouchers for development project; 
• Process payment for team and 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. 
• Compile and summarize data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of program team.

Provide administrative support to the Programme/Project: 

• Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions; 
• Make travel arrangements for the Project Team, including travel requisitions and claims; 
• Prepare public information materials and briefing packets; 
• Assemble briefing materials and prepare power-point and other presentations; 
• Consolidation of project reports for UN Women periodic reporting and uploading in DAMS.

Provide administrative support to Resource Mobilization to the Programme/Project: 

• Prepare cost-sharing and other agreements; follow up on contributions within the project/donor for timely receipt of fund;
• Organize, compile and process information from/for donor/s, Project team, and project team, as inputs to various databases and documents. 

Facilitate knowledge building and knowledge sharing to the Programme/Project: 

• Provide administrative support synthesis of lessons learnt and best practices related to project management and finance; 
• Provide administrative support to the organization of training for the office staff and partners on project and operations related issues. 
• Provide post training support by analysing pre and post training questionnaires, analyse data preparing training reports.
• Work closely with the EVAW team in states and in New Delhi office for effective delivery of financial reporting of the project.
• Any other tasks assigned by the Supervisor. 

Key Performance Indications:

• 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 CO management and donor purposes;
• Quality maintenance of internal systems and files;
• Quality and timely support to programme team.

Education:

• Minimum bachelor’s degree in finance/business public administration/commerce/social or Natural Sciences.
• Master’s Degree or equivalent in Finance/Social or Natural Sciences/Commerce/Economics/Social Work/Public Administration/ or related fields is an asset.

Experience:

• Minimum 5 years of progressively responsible experience in administration or programme management support, especially in administration and finance.
• Experience in working in a computer environment using multiple office software packages.
• Experience in supporting project coordination and team.

Language Requirement:

• Proficiency in English and Hindi is a must. 

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1001/requisitions/job/22000

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