United Nations Development Programme (UNDP)

Administrative and Finance Assistant (Part-time)

United Nations Development Programme (UNDP)

Job Description

  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. Placing women's rights at the center of all its efforts, the UN Women leads and coordinates the United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. Through its programmes and projects, UN Women is providing technical assistance to national partners (governmental and non-governmental) in the implementation of existing international and national commitments to women’s rights and gender equality, it facilitates networking and exchange of good practices and advocates for women’s rights and gender equality in all areas of life. According to its mandate, UN Women works in five thematic areas, such as leadership and participation, women’s economic empowerment, ending violence against women, women peace and security and governance and national planning fully reflect accountability for gender equality commitments. UN Women is also the lead Agency in coordinating the UN Country Team on gender equality and is chairing the UN Group on gender equality. Over the past years, UN Women in Albania has provided support to national and local stakeholders in strengthening democratic governance and advancing women’s rights through initiatives aimed at mainstreaming gender in policy planning and budgeting. Gender Responsive Budgeting is currently an important tool for advancing gender equality in key national documents as in accordance with existing Albanian national policy documents on social inclusion and gender equality. In order to strengthen the work hitherto done and ensure sustainability of the interventions on GRB, UN Women has initiated a regional programme with participation of Albania, Bosnia and Herzegovina, Kosovo*, Serbia and North Macedonia on Transformative Financing for Gender Equality towards more Transparent, Inclusive and Accountable Governance in the Western Balkans (2020-2024) funded by the Swedish International Development Cooperation. The main programme approach will be transformative financing as an enabler factor for policy and financing actions to accelerate implementation of existing national and international commitments on gender equality and women’s empowerment. The programme is structured around two outcomes:
  1. By 2023, national and local governments apply gender responsive budgeting to integrate gender equality principles in public financing processes;

  2. By 2023 public oversight bodies* women including the disadvantaged, demand transparency and accountability of public policies and budgets to gender equality processes

The programme’s country component implemented in Albania includes activities focused on enhancing the institutionalization of GRB at central level and an extensive component for introducing gender responsive budgeting at local level. UN Women is looking for a Administrative and Finance Assistant (Part-time 50%) who will take responsibility to support the project Transformative Financing for Gender Equality in the Western Balkans" implementation at country level, ensuring quality of business processes as well as to support the programme planning, financial monitoring and knowledge building and sharing.
Duties and Responsibilities
Under the direct supervision of the Programme Manager for Promoting Gender Responsive Policies, Planning & Budgeting Portfolio, the Administrative and Finance Assistant is responsible for the following duties and responsibilities:
  • Support to implementation of project/programme activities, ensuring quality of business processes;

  • Support to financial monitoring and management;

  • Support to project/programme planning;

  • Support to knowledge building and knowledge sharing.

  • Support in mainstreaming gender equality.

Support to implementation of project/programme activities, ensuring quality of business processes in full compliance with the UN Women rules and regulations, relevant policies and procedures in place:
  • Provide administrative support in the preparation of project/programme work plans, budgets, and proposals on programme implementation arrangements, including tracking the delivery of funds;

  • Provide administrative support to the executing agencies / responsible parties on routine delivery and reporting of programme supported activities and finances;

  • Coordinates procurement procedures for the project/programme activities according to SOPs ;

  • Assists in the organization of field visits, missions, workshops, training, roundtables and conferences within the project/programme;

  • Draft minutes of meetings as delegated; assemble briefing materials and prepare power-point and other presentations, in collaboration with the project/programme team

  • Updates all administrative and financial files and records related to the project in the electronic systems;

  • Provide administrative support for the audit of project/programme and support implementation of audit recommendations;

  • Assists in the recruitment processes for project/programme consultants, including drafting of interview minutes and preparing the supporting documents attached to requests for contracts ;

  • Maintains the inventory of project/programme assets/equipment and correspondence and files;

  • Prepares vehicle and security request for project/programme personnel.

  • Performs any other duty as requested by the supervisor.

  • Ensures that personnel under supervision have completed all UN Women mandatory courses and have up-to-date individual workplans.

  • Any other tasks and responsibilities as assigned.

Support to financial monitoring and management:
  • Prepares and follows-up on documentations related to project/programme related financial transactions in Global Atlas System, such as supporting documents for vouchers, requisitions, purchase orders, customer/vendor info updates, project/programme budget revisions etc;

  • Creates requisitions in Atlas for project/programme related activities;

  • Prepares all documents for the payment of consultants and other vendors for project/programme related activities.

  • Supports periodic and ad-hoc financial reporting to UN Women and other parties, as needed;

  • Supports the project/programme management in monitoring expenditures and commitments against project/programme budget and relevant annual plans;

  • Supports the programme manager for the preparation of budget revisions and related documentation for approval;

  • Provides finance-related data to support project/programme implementation, planning and reporting;

  • Drafts various correspondence concerning finance, operations and budgetary issues as required;

  • Assists team members, experts and consultants, in liaison with UN Women Operations, on financial and other operational matters.

Support to project/programme planning and implementation:
  • Collects, analyses and presents information for monitoring, reporting and evaluation of project/programme implementation against targets;

  • Compiles and designs background information for formulation of project/programme work plans, draft annual/quarterly budgets, proposals on implementation arrangements, draft of quarterly reports;

  • Monitor the timeline of the submission of deliverables as stipulated in the contracts, by reminding the vendors in a timely manner and ensuring that payments are processed within the payment schedule set in contracts.

  • Maintains timetables for the Project Advisory Board meetings and provides support to organizing and holding the meetings, including the preparation and dissemination of information and follow-up.

Support to knowledge building and knowledge sharing:
  • Participates in the trainings for the operations/ programme personnel and briefings for the programme staff where necessary on new internal procedures;

  • When necessary, provides inputs to programme personnel in business processes, administrative and other requirements and procedures;

  • Contributes to knowledge networks and Communities of Practice.

Support in mainstreaming gender equality
  • Supports the Programme Manager in effectively mainstreaming the gender equality throughout project/programme activities, work plans, budgets, reports, researches, analyses and, where specifically relevant, analysed in detail;

  • Ensures that all the data, when collecting and compiling inputs related to the project/programme, are gender and age disaggregated and evaluated from the gender point of view;

Key performance indicators:
  • 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.

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:
  • Ability to extract, interpret, analyze data and resolve programme/project implementation operational problems;

  • Ability to support a team and team building skills;

  • Good financial and budgeting skills;

  • Strong IT skills and ability to apply it consistently in work tasks;

  • Good knowledge of administrative rules and regulations, organizational policies and procedures related to the position and ability to apply it consistently in work tasks;

  • Focus on results and positive response to feedback;

  • Good organizational skills and ability to pay close attention to detail and handle a large volume of work;

  • Organizes and prioritizes work schedule to meet partners and donors needs and deadlines; Responds to partners needs promptly. Reports to internal and external partners in a timely and appropriate fashion;

  • Establishes, builds and sustains effective relationships within the work unit and with internal and external partners;

Required Skills and Experience
Education/Academic requirements:
  • University degree in Economics, Business or Public Administration, Social Sciences or similar fields;

Work Experience:
  • A minimum of 3 years of relevant experience in support to project/programme implementation is required;

  • Experience working with women rights issues and good understanding of public finance management and/or gender responsive budgeting will be considered an asset;

  • Previous experience working with UN system or similar international organizations will be considered an asset.

Language Requirements: Fluency in English and Albanian, both written and oral.
  1. Application Procedure:

Qualified candidates are requested to apply online - Vacancies advertised via the UNDP recruitment system. Applications should contain:
  • Cover letter stating your interest in and qualifications for the advertised position. Please paste the letter into the "Resume and Motivation" section of the online application.

  • Completed and signed UN Women Personal History Form – to be downloaded from the link http://www.unwomen.org/en/about-us/employment

Please make sure you have provided all requested documents. How to Submit the Application: To submit your application online, please follow the following steps:
  • Download and complete the UN Women Personal History Form (P11);

  • Merge your UN Women Personal History Form (P11) and cover letter into a single file. The system does not allow for more than one attachment to be uploaded;

  • Click on the Job Title (job vacancy announcement);

  • Click “Apply Now” button, fill in necessary information on the first page, and then click “Submit Application;”

  • Upload your application/single file as indicated above with the merged documents

  • You will receive an automatic response to your email confirming receipt of your application by the system

Special consideration As this position is under Service Contract modality, only citizens of Albania and those holding valid working permit in Albania will be considered for the vacancy. UN Women is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
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