Programme Associate

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.

UN Women has been operational in Ukraine since 2016, with the overarching goal to ensure that women’s and girls’ needs are met, they have access to their human rights, and that they can fully participate in decision-making processes at all levels. Our work today builds on the results and partnerships achieved through the implementation of our previous Strategic Notes. Despite the challenging and unpredicted context since February 2022, UN Women contributed to significant achievements in advancing gender equality and women’s empowerment (GEWE) in Ukraine. UN Women CO in Ukraine continues to support the implementation of the Women, Peace and Security Agenda (WPS) and national-level institutions’ development, implementation and monitoring of laws, policies and programs that advance gender equality and women’s empowerment. Women and women’s organizations remain key allies,

Reporting to WPS Programme Specialist, the Programme Associate works with and provides support to the members of the WPS Programme Team in the development and implementation of effective programmes consistent with UN Women rules and regulations. The Programme Associate contributes to research, contractual, procurement and financial management, and programme implementation including providing necessary operational, administrative and programmatic support. The Programme Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UN Women HQs as required for resolving complex finance-related issues and exchange of information.

Duties and Responsibilities

1. Provide advanced administrative and logistical support to the formulation and management of programmes:

• Provide advanced administrative support and inputs in the preparation of programme work plans, individual consultancy contracts, budgets, and proposals on programme implementation arrangements;
• Provide technical guidance to the country office and executing agencies on routine delivery and reporting of programme supported activities and finances;
• Coordinate the collection of information for the audit of programmes/ projects and support implementation of audit recommendations;
• Contribute to the development or update of standard operating procedures, guidelines, checklists, templates and business processes in programme and project management;
• Review programme data from programmes/ projects for CO website;
• Identify sources, and gather and compile data and information for documents, guidelines, speeches and position papers.

1. Provide advanced administrative support to the financial management of the Programme Unit:

• Create projects in Quantum system, prepare budget revisions, spending plans, procurement plans, revise project awards and status; and determine unutilized funds and the operational and financial close of a project;
• Monitor budget preparation and the finances of programmes/projects; prepare periodic reports; finalize FACE forms;
• Review financial reports; prepare non-PO vouchers for development projects;
• Maintain internal expenditures control system; post transactions in Quantum system;
• Create requisitions in Quantum system for development projects; register good receipts in Quantum system;
• Prepare and follow up of cost-recovery bills in Quantum system;
• Provide guidance and training to Programme Partners.

1. Provide advanced administrative support to the Programme Unit:

• Oversee all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
• Oversee travel arrangements for the Programme Team, including travel requisitions and claims;
• Prepare public information materials and briefing packets;
• Liaise with high level officials on administrative issues;
• Prepare and assemble briefing materials and prepare power-point and other presentations; contribute inputs to the materials;
• Provide guidance and training to Programme Assistants.

1. Provide administrative support to Resource Mobilization:

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

1. Facilitation of knowledge building and knowledge sharing:

• Support synthesis of lessons learnt and best practices related to programme management and finance;
• Coordinate the organization of training for the office staff and partners on programme and operations related issues.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

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

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/en/about-us/employment/application-process#_Values

FUNCTIONAL COMPETENCIES:

• Strong knowledge of programme management;
• Ability to create, edit, synthesize and present information in clear and presentable formats;
• Ability to administer and execute administrative processes and transactions;
• Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems;
• Ability to manage data, documents, correspondence and reports information and workflow;
• Excellent financial and budgeting skills;
• Excellent IT skills.

Required Skills and Experience

Education and Certification:	Completion of secondary education is required. Bachelor’s degree in Business or Public Administration is an asset.
Experience	At least 7 years of progressively responsible experience in administration or programme management/support; Experience in working in a computer environment using multiple office software packages is required; Experience in supporting a team is required. Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable;
Languages	Fluency in English and Ukrainian is required. Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

All applications must include a completed and signed 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

Applications without P11 may be treated as incomplete and may not be considered for further assessment.

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 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).