UN Women

Programme Assistant

UN Women

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. Globally, UN Women focuses on six priority areas. These include increasing women’s leadership and participation in political spaces, ending violence against women, enhancing women’s economic empowerment, supporting women's participation in achieving and sustaining peace, making gender equality central to national planning and budgeting and advancing gender in intergovernmental processes. With regards to the Women, Peace and Security Agenda, UN Women recognizes that ongoing and emerging conflicts have devastating consequences, including the widening of development gaps between women and men. Women frequently make up the bulk of displaced and refugee populations and are disproportionately targeted for sexual violence. Despite being at the forefront of peace movements, women are rarely part of formal peace negotiations. UN Women acts to build women’s participation and influence in decision-making to prevent and resolve conflicts and works towards more inclusive and peaceful societies. UN Women’s programmes on women, peace and security are guided by a series of commitments to women’s rights. These include the historic UN Security Council Resolution 1325, and seven supporting resolutions—1820, 1888, 1889, 1960, 2106, 2122 and 2242. Other key reference points are the Beijing Platform for Action and the Convention on the Elimination of All Forms of Discrimination against Women (CEDAW), specifically CEDAW General Recommendation no. 30 on women in Conflict Prevention, conflict and post-conflict situations Reporting to the Country Focal Point/ Programme Analyst, the Programme Assistant works with and provides support to the members of the Programme Team in the development and implementation of effective programmes consistent with UN Women rules and regulations. S/he provides programme, administrative, and logistical assistance to the team for the smooth programme implementation. Duties and Responsibilities Provide administrative and logistical support to the formulation and management of programmes
  • Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements, including tracking the delivery of funds;

  • Provide technical guidance to the PPO on the routine implementation of projects.

  • Support the programme presence office and liaise with other UN agencies, government counterparts and project implementing partners on routine delivery and reporting of programme supported activities;

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

  • Assist in drawing up the specifications and evaluation criteria for procurement requests for the PPO across multiple projects

  • Assemble briefing materials and prepare power-point and other presentations for the programme unit.

  • Provide administrative support for the audit of programmes/ projects and support implementation of audit recommendations;

  • Identify sources and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers, in collaboration with the Programme team.

Provide administrative support to the financial management of the Programme Unit
  • Provide administrative support in monitoring and preparation of budget and the finances of programmes/projects, and in the preparation of FACE forms;

  • Create requisitions in Atlas for Development Projects; register good receipts in Atlas.

Provide administrative support to the Programme Unit
  • Undertake all logistical, administrative and procurement arrangements for organization for meetings, workshops, events, and missions;

  • Prepare public information materials and briefing packets

  • Liaise with high level officials on administrative issues

  • Make travel arrangements for the Programme Team, including travel requisitions and claims;

  • Draft minutes in meetings, as delegated;

  • Assemble briefing materials and prepare power-point and other presentations, in collaboration with the Programme team;

  • Organize and coordinate filing of documents; maintain mailing lists.

  • Assist in drafting of TORs for recruitment of consultants and managing their payment schedule in accordance with the contract and deliverables

  • Assist the Programme Analyst in the management of budgets, Administration and procurement-related matters and functions in accordance with UN/UN Women rules and regulations

  • Maintaining the Asset Management registry

Provide administrative support to resource mobilization
  • Organize, compile, and process documentation and information from donors, and programme team as inputs to various databases and documents.

Facilitation of knowledge building and knowledge sharing
  • Provide administrative support to the organization of training for the office staff and partners on programme and operations related issues.

  • Any other responsibilities as assigned by the Supervisor

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 PPO management 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
  • Knowledge of programme management;

  • Ability to create, edit and present information in clear and presentable formats;

  • Ability to manage data, documents, correspondence and reports information and workflow;

  • Good financial and budgeting skills;

  • Good IT skills.

Required Skills and Experience Education and certification:
  • Advanced level/secondary education and 6 years of related experience or

  • Bachelor’s degree and 1 year of related experience

Experience:
  • Experience in administrative or programme management/support;

  • Experience in working in a computer environment using multiple office software packages;

  • Experience in the use of ATLAS is an asset;

  • Experience in supporting a team is an asset.

Language Requirements:
  • Fluency in English and Local Languages is required;

  • Knowledge of the other UN official working language is an asset.

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