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.

Under the supervision of the Head of Programme, the Programme Assistant supports the Office Operations by performing a variety of standard programme, procurement and administrative processes ensuring high quality and accuracy of work. The Programme Assistant promotes a client, quality and results-oriented approach.

The Programme Assistant works with and provides support to the members of the Programme Team in the development and implementation of the programme. The Programme Assistant will provide effective support and assistance to the team to ensure smooth programme implementation in line with UN Women rules and regulations.

Duties and Responsibilities

1. Programme Management Support
2. Financial Management Support
3. Administrative Support
4. Support resource mobilization
5. Support knowledge building and knowledge sharing

1. Programme Management Support:

• Provide programme and administrative support to the programme team in the preparation of various programme documents, such as work plans, budgets, reports and proposals on programme implementation arrangements;
• Under the guidance of the supervisor, assemble briefing materials and prepare power-point and other presentations for the programme unit.
• Identify sources, and gather and compile data and information for the preparation of documents, guidelines, and other material as required.
• Assist the programme team in reviewing and preparing documentation on the procurement of goods and services, and support contract tracking. .
• Help the team in providing guidance to the country and project offices on routine implementation of the project, tracking use of financial resources.

2. Financial Management Support

• Use Quantum to prepare required budget revisions, determination of unutilized funds, operational and financial closure of the projects.
• Create requisitions in Quantum for goods and services, including making budget check for requisitions, POs and vouchers.
• Support the programme team in the financial management of the project, in monitoring and preparation of the budget and the finances of programmes/projects and in the preparation of FACE forms.
• Support the programme team in the tracking of and reporting on mobilized resources. Organize, compile and process information from the donor as well as from the programme team and keep track of the information through databases and e-filing.
• Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation, and create requisitions in Quantum for projects.

3. Administrative Support to the Programme Unit

• Provide administrative support to the programme team in the organization of events, meetings and workshops, etc.
• Make travel arrangements for the programme team and project staff, including preparation of travel requisitions and claims.
• Create and maintain files of correspondence/documents and electronically received information and ensure up-to- date filing. Maintain both hardcopies and electronic copies of the office records and reference files on various subjects.
• Prepare presentation material/slides in Power-point for presentations for the meetings/workshops and keep all papers ready for meetings.
• Create and upload vacancy/tender announcements, compile matrixes, organize interview/tender panels, and other tasks, as assigned, process payment for consultants/implementing partners.

4. Supports resource mobilization focusing on achievement of the following resultsbilization

• Organize, compile, and process documentation and information from donors, and programme team as inputs to various databases and programme documents; review of contributions agreement, managing contributions in systems.

5. Support knowledge building and knowledge sharing:

• Provide administrative support to the organization of training for the team and implementing partners on programme and operations-related issues.
• Participation in the trainings for the operations/ projects staff on programme. Contributions to knowledge networks and communities of practice.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Key performance indicators:

• Quality and timely support to programme team on programme, procurement, financial and administrative tasks;
• Full compliance of programme/finance/procurement/administrative activities with UN Women rules, regulations, policies and procedures;
• Timely and accurate tracking of data for programme management and donor purposes;
• Quality maintenance of internal systems and files.

Competencies

Core Values:

• Integrity: Demonstrates consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
• Professionalism: Demonstrates professional competence and expert knowledge of the pertinent substantive areas of work.
• Cultural sensitivity and valuing diversity: Demonstrates an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrates an international outlook, appreciating differences in values and learning from cultural diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

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

Application and recruitment process tendersglobal.net About us: Careers at UN Women tendersglobal.net UN Women – Headquarters

FUNCTIONAL COMPETENCIES:

• Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the programme team, including logistical support.
• Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems.
• Ability to create, edit and present information in clear and presentable formats, using appropriate IT functionality.
• Ability to organize and complete multiple tasks by establishing priorities.
• Ability to handle a large volume of work, also under time constraints.
• Ability to establish, build and sustain effective relationships with clients, demonstrating understanding of client’s perspective; anticipates client needs and addresses them promptly.
• Ability to administer and execute financial processes and transactions.

Ability to manage data, documents, correspondence and reports information and workflow.

Required Skills and Experience

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from
https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc Kindly note that the system will only allow one attachment.

Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment. Only shortlisted candidates will be notified.

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 is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.
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.)

Applications without the completed P-11 form are incomplete and will NOT be considered for further assessment!