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 Viet Nam, UN Women contributes to the development objectives of Viet Nam’s Socio-Economic Development Plan and the National Strategy for Gender Equality. Its Country Strategy Note for 2022-2026 is aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) 2022-2026 and is focused on supporting Viet Nam’s fulfilment of Gender Equality commitments under The Convention on the Elimination of All Forms of Discrimination against Women (CEDAW), and the promise of the 2030 Sustainable Development Agenda to “leave no one behind”.

One of UN Women’s key priorities within its 2022-2026 Strategic Note is on advancing the Women, Peace and Security agenda in Vietnam. This agenda is aligned to several UNSDCF outcomes as follows:

• By 2026, people in Viet Nam, especially those at risk of being left behind, will benefit from and contribute to safer and cleaner environment resulting from Viet Nam’s effective and gender responsive mitigation and adaptation to climate change, disaster risk reduction and resilience building, promotion of circular economy, the provision of clean and renewable energy, and the sustainable management of natural resources.
• By 2026, people in Viet Nam, especially those at risk of being left behind, will contribute to and benefit equitably from more sustainable, inclusive and gender-responsive economic transformation based on innovation, entrepreneurship, enhanced productivity, competitiveness, and decent work.
• By 2026, people in Viet Nam, especially those at risk of being left behind, will have benefited from and have contributed to a more just, safe and inclusive society based on improved governance, more responsive institutions, strengthened rule of law and the protection of and respect for human rights, gender equality, and freedom from all forms of violence and discrimination in line with international standards.

Under the overall guidance and supervision of the Programme Management Specialist, the Program Management Analyst (GPS)contributes to research, financial management, and programme implementation including providing necessary operational, administrative and programmatic support. The Programme Management Analyst works in close collaboration with the operations, programme and projects’ staff in the Vietnam Country office, RO and UN Women HQs as required for resolving complex finance and budget and logistical related issues and exchange of information.

The incumbent will be expected to lead a growing team of program associates/assistants and relevant junior consultants, interns, volunteers, collectively ensuring the seamless execution of related programs’ financial, operational, administrative, human resources, auditing and procurement activities.

Duties and Responsibilities

1. Provide advanced administrative and logistical support for planning and reporting

• Provide substantive inputs in the preparation of programme work plans, budgets, procurement plans, SSA plan, mission and leave plans, and proposals on programme implementation arrangements.
• Provide technical guidance to progamme partners 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.
• Support the preparation and management of implementing partner agreements.
• Plan and oversee all logistical, administrative, procurement, recruitment and financial arrangements for organization for meetings, workshops, events, and missions.
• Finalise TORs for SSA recruitments, implement the recruitment, contractual and payment processes. In charge of travel arrangements for the Programme Team, including travel plan, request and and claims.
• Be a contact point for all operational arrangements of the implementation of activities under GPS projects.

2. Provide advanced administrative support to the financial management

• Create projects and Awards in Quantum system, prepare budget revisions, 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 the Funding Authorization and Certificate of Expenditures Form (FACE) forms.
• Review financial reports (FACE); 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.
• Make sure all activities are logistically and financially planned, implemented, procured, monitored and cleared, maximizing the use of the Quantum ERP (E requisitions, POs, non-POs invoices, invoices, reporting, etc.)
• Support the preparation, implementation and close UN to UN joint programs and other donor pool fund modalities for the GPS and NAP WPS (if any).

3. Provide oversight to program operational support services

• Develop and implement strategies to optimize the efficiency and impact of program support services.
• Provide back stopping support for budget preparation, financial reporting, and expenditure tracking for all development programs.
• Conduct regular financial analysis to identify areas for improvement and ensure compliance with UN financial regulations.
• Provide guidance and support to programs and associates in the implementation and compliance of operational and administrative procedures.
• Support review and provide feedback on procurement plans, ensuring adherence to UN Women’s procurement rules and regulations.
• Identify training needs, including orientation and coaching, within the program support team and organize capacity-building, coaching and induction activities accordingly.

4. 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.
• Identify sources, and gather and compile data and information for documents, guidelines, speeches, and position papers.
• Consolidate and provide detail induction and coaching to new program associates, in collaboration with relevant operational team members.

5. Provide administrative support to Resource Mobilization.

• Prepare cost-sharing and other agreements; follow up on contributions within the CO resource mobilization efforts, establish a good filing system for each contribution with a tracking system of financial and program results for donor reporting.
• Organize, compile, and process information from donors, Country Office, and programme team, as inputs to various databases and documents.

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

• 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:	Bachelor’s degree or equivalent in business administration, financial management, accounting, management, or related field is required Certification in CIPS 3 and/or project planning and management is an added advantage
Experience:	At least 7 years of progressively responsible experience in administration or programme coordination or management/support Experience in working in a computer environment using multiple office software packages is required Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable Experience in supporting a team is required Experience in leading a team will be an asset
Language Requirements:	Fluency in English and Vietnamese is required