UN Women

Programme Associate

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. The Women’s Peace and Humanitarian Fund (WPHF) is a partnership between the United Nations and the civil society, which supports women led and women’s rights organizations working to build peace and provide humanitarian response throughout the world. Since the end of 2016, the WPHF has been supporting over 100 Civil Society Organizations and is present in 12 countries or group of countries. UN Women hosts the Secretariat of the Women’s Peace and Humanitarian Fund. The WPHF Secretariat provides support to the Funding Board, mobilizes resources from Governments, companies, foundations and individual, provides day to day support to Country Offices implementing WPHF programmes, ensures timely and quality monitoring and reporting. The Secretariat’s mandate is also to liaise with the Multi-partner trust fund Office on financial management. Finally, the Secretariat is also responsible for the WPHF rapid response window on women’s participation in peace processes and the implementation of peace agreements. Reporting to the Head of the WPHF Secretariat – Policy Specialist, Peace and Security and Humanitarian Section, the Programme Associate works with and provides support to the members of the WPHF Secretariat. The Programme Associate contributes to research, 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 UN Women Peace Security and Humanitarian Team in Geneva and HQs as required for resolving complex finance-related issues and exchange of information
Duties and Responsibilities
Provide administrative and logistical support to the formulation and management of programmes managed and overseen by the Secretariat of the Women’s Peace and Humanitarian Fund:
  • Provide administrative support and inputs in the preparation of Fund’s work plans, budgets, and proposals on implementation arrangements;

  • Provide technical guidance to the country offices on project creation, 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;

  • Provide Coordination and Administration support recruitment of staff and consultants for the WPHF Secretariat team and manage administration of consultants.

Provide administrative support to the financial management of the WPHF Secretariat:
  • 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;

  • Review and submit Funds transmittal requests and supporting documents to the Multi-partner trust fund office

  • Monitor budget preparation and the finances of programmes/projects;

  • Review financial reports; prepare non-PO vouchers for Development Projects;

  • Maintain internal expenditures control system; post transactions in Atlas;

  • 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 support to the WPHF Secretariat:
  • Provide logistical, administrative and financial supports for organization for meetings, workshops, events, and missions;

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

  • Support and coordinate procurement contracts including creation of purchase order and selection of vendor as per the UNWOMEN procurement procedure & policy.

  • 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;

Facilitation of knowledge building and knowledge sharing:
  • Support synthesis of lessons learnt and best practices related to Fund’s management and finance;

  • Coordinate the organization of training for the office staff and partners on Fund’s operations related issues.

Key Performance Indicators:
  • 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 finances;

  • Quality maintenance of internal systems;

  • Quality background and presentation materials.

Competencies
Core values:
  • Integrity;

  • Professionalism;

  • Respect for Diversity.

Core Competencies:
  • Awareness and Sensitivity Regarding Gender Issues;

  • Accountability;

  • Creative Problem Solving;

  • Effective Communication;

  • Inclusive Collaboration;

  • Stakeholder Engagement;

  • Leading by Example.

Functional Competencies:
  • 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:
  • Completion of secondary education is required;

  • Bachelor’s degree in Business Administration or related fields is an asset.

Experience:
  • At least 6 years of progressively responsible experience in administration or programme management/support;

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

  • Experience in the use of ATLAS or ERP system is an asset;

  • Experience in supporting a team.

Languages:
  • Fluency in English is required

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

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment. All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment. Kindly note that the system will only allow one attachment, please combine all your documents into one (1) single PDF document. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.
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