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.
The Spotlight Initiative is a global, multi-year partnership between the United Nations (UN) and the European Union (EU), focusing on eliminating all forms of violence against women and girls (VAWG). The initiative places SDG 5 at the center of efforts (as well as SDG 16) with the aim to provide an enabling environment for the implementation of all goals. Spotlight provides a model for partnership with donors, civil society, and all UN partners, to deliver on the Sustainable Development Goals (SDGs) in a comprehensive manner leveraging comparative expertise.
The Spotlight Initiative in the Pacific focuses on Intimate partner (physical, sexual and emotional) violence (IPV) to address the continuum of gender-based violence in the Pacific region. The Initiative aims at improving Access to Services, particularly for those most left behind and will build upon existing programmes, both at the country and regional level.
The Spotlight Pacific Regional Initiative builds on existing Pacific Islands Forum commitments as well as country specific commitments in Fiji, Republic of Marshal Islands and Solomon Islands to ending domestic and intimate partner violence The programme will focus on understanding the cost of violence through research, and improved planning and budget allocations to address violence and supporting CSO to advocating to governments to increase funding based on evidence and increasing the quality and availability of administrative data. The Spotlight Regional Pacific Initiative will support women’s movement building and civil society organisations through Pillar 6, a component of the initiative focused on building the capacity and engagement of CSOs. The recipient UN organizations are: IOM, UNCIEF, UNDP, UNFPA and UN Women.
Reporting to the National Programme Officer, Spotlight Initiative, the Programme Associate works with and provides support to the members of the Spotlight Team for effective implementation of UN Women’s programme, especially Pillar 6, by providing substantive inputs to the formulation of the initiatives and projects, their implementation and reporting and evaluation. This position also substantially liaises with civil society organisations, include local women’s organisations and women’s rights organisations, to support effective implementation of their programming.
The Programme Associate position guides and facilitates the delivery of the programme by monitoring results achieved during implementation and ensuring appropriate application of systems and procedures consistent with UN Women and Spotlight rules and regulations and develops enhancements if necessary. He/she works in close collaboration with the operations, programme and project staff in the Regional Spotlight programme and UN Women Fiji Multi-Country Office as required for resolving complex finance-related issues and exchange of information.
The Programme Associate reports to the National Programme Officer, Spotlight Initiative based in Suva, and under the guidance of the Resident Coordinator and the Spotlight Programme Steering Committee and in close partnership with the Programme Coordination Committee.
Duties and Responsibilities
Provide administrative support to the financial management of Pillar 6 of the UN Women Regional Spotlight Programme:
- Create projects in Atlas, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project;
- Provide administrative support in monitoring budget preparation and the finances of programmes/projects; including the finalization of FACE forms;
- Review financial reports; prepare non-PO vouchers for development projects;
- Process payment for consultants and keep tracking log of payments and deliverables;
- Maintain internal expenditures control system;
- Create requisitions in Atlas for development projects; register good receipts in Atlas;
- Assist in the preparation and follow up of cost-recovery bills in Atlas.
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;
- Provide technical guidance to the UN Women Regional Spotlight Team and executing agencies on routine delivery and reporting of programme supported activities and finances
- Provide administrative, logistical and facilitation support to the programme implementation
- Draft minutes of programme related meetings
- Provide technical guidance to the Spotlight Initiative and executing agencies on routine delivery and reporting of programme supported activities and finances;
- Prepare information for the audit of programmes/ projects and support implementation of audit recommendations;
- Review programme data from programmes/ projects for the Spotlight Initiative website;
- Identify sources and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.
Provide administrative support to the UN Women components of Pillar 6 of the Regional Spotlight Initiative:
- Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
- Make travel arrangements for the Programme Team, including travel requisitions and claims;
- Prepare public information materials and briefing packets;
- Assemble briefing materials and prepare power-point and other presentations.
Facilitate knowledge building and knowledge sharing:
- Provide administrative support synthesis of lessons learnt and best practices related to programme management and finance;
- Provide administrative support to the organization of training for the office staff and partners on programme and operations related issues.
Key Performance Indicators:
- Relationships with partners and stakeholders, especially civil society organisations, including informal or small community-based groups;
- Timely and accurate support to events, workshops, and missions;
- Full compliance of administrative activities with UN Women rules, regulations, policies and procedures;
- Timely recording of overall programme unit finances;
- Timely and accurate tracking of data for CO management and donor purposes;
- Quality maintenance of internal systems.
- Respect for Diversity
- Awareness and Sensitivity Regarding Gender Issues
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
- Good knowledge of programme management;
- Ability to administer and execute administrative processes and transactions;
- Ability to create, edit and present information in clear and presentable formats;
- Ability to manage data, documents, correspondence and reports information and workflow;
- Strong financial and budgeting skills;
- Strong IT skills.
Required Skills and Experience
Education and Certification:
- Completion of secondary education required.
- Bachelor’s degree in Business/Public Administration or relevant field such as gender equality, social sciences or human rights is an asset.
- At least 6 years of progressively responsible experience in administration, event/logistics coordination or programme management/support;
- Experience and successful track record of working with civil society organisations or small women’s organisations/networks/groups;
- 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 in the Ending Violence Against Women and Girls field (or related area of gender equality, human rights, women’s empowerment etc.) is an asset.
- Fluency in English is required.
- Knowledge of Pacific languages is an asset.
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.