Programme Assistant (Local post for Nationals of Thailand and applicants with a valid work permit)

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. In line with its 2022-2025 Strategic Plan, preventing and eliminating violence against women and girls is one of the key strategic priorities for UN Women.

UN Women is dedicated to gender equality and the empowerment of women through landmark agreements, mainly:  Convention on the Elimination of All Forms of Discrimination Against Women (CEDAW) or “international bill of women’s rights, Beijing Declaration and Platform for Action which sets forth governments’ commitments to enhance women’s rights, and United Nations Security Council resolutions on women, peace and security (UNSCR 1325/WPS Agenda). The spirit of these agreements has been affirmed by the 2030 Agenda and the Sustainable Development Goads (SDG). Placing women’s rights at the centre of all its efforts, UN Women leads and coordinates the efforts of the United Nations system to ensure that commitments on gender equality and gender mainstreaming translated into action throughout the world. UN Women also provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors. The 2030 Agenda for sustainable Development recognizes that progress on Gender Equality is a key SDG accelerator and a fundamental for realizing human rights for all and achieving sustainable, equitable, inclusive societies. It clearly articulates the critical importance of women’s political and economic leadership for delivering on the broader promise of the 2030 agenda of “Leaving no one behind”. Sustainable Development Goal (SDG) 5 of the 2030 Agenda for Sustainable Development is to “achieve gender equality and empower all women and girls.”

UN Women Thailand has been in a longstanding partnership with multi-stakeholders at all level including the Royal Thai Government and CSOs or women’s groups, through the collaboration on advancing Gender equality and women’s empowerment, Women, Peace and Security including gender-responsive cybersecurity and women’s leadership and political participation, promoting women’s economic empowerment, and  ending Violence Against Women, under the regional project on “Empowering Women for Sustainable Peace: preventing violence and promoting social cohesion in ASEAN (2020-2025)” and the “Regional Framework Towards Peaceful and Inclusive Societies: Advancing the Women, Peace and Security Agenda and Inclusive Governance in the Asia-Pacific Region (2023-2027)”.

Reporting to the Country Programme Coordinator or Programme Analyst, the Programme Assistant will provide support to the members of the Thailand Programme Team in the development and implementation of the programmes. The Programme Assistant will provide effective support and assistance to UN Women Thailand to ensure smooth programme implementation in line with UN Women rules and regulations.

Duties and Responsibilities

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.  Budget/Financial Management Support

• Use Quantum to prepare required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of the project.
• Assist in reviewing and preparing documentation on the procurement of goods and services, and support contract tracking.
• Support contract issuance and amendment for contract holders and consultants and make a payment, as needed, upon receipt of deliverables.
• Create requisitions in Quantum for receipt of goods and services, including making budget check for requisitions, POs and vouchers.
• Proceed payments for contract holders and consultants, as per contracts and upon receipt of deliverables.
• Assist in travel arrangement and procurement and selection of suppliers (merchandise, including hotels, transport), payment of DSAs for participants in physical events.
• Support the programme team in the financial management and monitoring of the project.

3. Programme and Administrative Support

• Provide programme and administrative support to the programme team in the preparation and regular updating of various programme documents, such as work plans, budgets, and project reports.
• Provide administrative and logistical support in organizing meetings and events.
• Involve internal and external participants including administrative support during the meetings – emails, invitation, schedule, list of participants, etc.
• Make travel arrangements and travel reimbursement for the programme team, project staff, and official event participants.
• Draft non-substantive correspondence.
• Maintain and organize up-to-date hard and electronic files for easy access and retrieval, including for audit preparations. Ensure safekeeping of confidential materials.
• Other logistical and administrative duties as and when required.

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

• Review of contributions agreement, managing contributions in Quantum.

5. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results.

• Participation in the trainings for the operations/ projects staff on programme. Contributions to knowledge networks and communities of practice.

Key Performance Indicators:

• Timely and accurate administrative and Budget/Financial Management Support
• Full compliance with administrative activities according to UN Women rules, regulations, policies and procedures;
• Timely and accurate tracking of data for Budget/Financial Management Support and donor purposes;
• Quality maintenance of internal systems and files;
• Quality and timely support to programme team.

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
• Leading by Example

Functional Competencies

• Good financial and budgeting skills;
• Strong organizational, HR, finance, and administration skills with the ability to work in a fast-paced environment;
• Ability to manage data, documents, correspondence and reports information and workflow;
• Good IT skills.

Required Skills and Experience

Education:

• Completion of secondary education required.
• A bachelor’s degree in business administration, Public Administration, Social Sciences, or other related fields is an asset.

Experience:

• At least 5 years of progressively responsible experience in administration or in providing administrative support to programme and office operations.
• Proven knowledge of financial systems, automated procurement systems, and web-based management systems (knowledge of Quantum is an asset).
• Previous work experience in the UN and other development organizations is highly desirable.

Language Requirements:

• Fluency in English and Thai is required;
• Knowledge of another UN official working language is an asset.

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from   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.

Diversity and Inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits employ, 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 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).