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. Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming are translated into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

Under the guidance and supervision of the Programme Analyst, the Programme Assistant will provide support to the implementation of the programme to introduce Gender Responsive Budgeting and any programmes on Combatting Violence Against Women (VAW), including in particular supervising and ensuring the continuity of a database that has been set up with the Central Statistics Office. The Programme Assistant will provide other programme support as required, performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Programme Assistant promotes a client, high quality and results-oriented approach.

Duties and Responsibilities

Summary of Key Functions: 

• Support to programme implementation, including setting up training programmes, drafting quarterly reports to the UNDAF Joint Management Team of the Iraq – Public Sector Modernization Programme (IPSM), and working with government and non-government partners;
• Support to the VAW database including organising meetings with concerned parties, and taking action to ensure all potential contributors are involved;
• Support to administrative and logistical services;
• Support to knowledge building and knowledge sharing; and
• Support to other programme deliverables as required.

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UNWomen rules, regulations, policies, and strategies;
• Provision of inputs to the country office on administrative business processes and mapping, and implementation of internal standard operating procedures (SOPs); and
• Provision of inputs to preparation of administrative team results-oriented work plans.

Ensures effective administrative and logistical support, focusing on achievement of the following results:

• Provision of support to the organization of procurement processes including preparation of requests for proposals documents, receipt of quotations, bids or proposals, their preliminary evaluations, and preparation of purchase orders;
• Arrangements of travel and hotel reservation, preparation of travel authorizations, and processing requests for visas, identity cards, and other documents;
• Provision of administrative support to conferences, workshops, retreats, and other like activities;
• Collection of information for Daily Subsistence Allowances, travel agencies, and other administrative surveys, and support to organization of common services;
• Establishment and maintaining proper filing systems (hard copy and electronic) for the IPSM project, ensuring that all regular reporting is adhered to and coordination with other agencies involved with IPSM is optimum;
• Liaising with UNDP Country Office and UNWomen Regional Office on administrative and operational matters as required;
• Extraction of data concerning GRB from various sources and dissemination of that data as required within the project;
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
• Following up on deadlines, commitments made, actions taken, and coordinating the collection   and submission of reports to head of unit;
• Assistance in the preparation of budget and provision of information for audit; and
• Proper consistent checking to the VAW database, take action to ensure that it is up and running and provide a report once this has been carried out.
  

Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in any training for the operations/projects staff on administration;
• Synthesis of lessons learnt and best practices in program; and
• Sound contributions to knowledge networks and communities of practice.

• The key results have an impact on the efficiency of the unit;
• Accurate presentation of information;
• Strengthened capacity of the office; and
• Promotion of the image of UNWomen as an effective contributor to the development of the country.

Competencies

Building Strategic Partnerships:

• Analyses general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing:

• Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise:

• Understands the main processes and methods of work regarding to the position;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks; and
• Demonstrates good knowledge of information technology and applies it in work assignments.

• Demonstrates ability to identify problems and proposes solutions.

• Reports to internal and external clients in a timely and appropriate manner;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
  
• Responds to client needs promptly.

• Provides information and documentation on specific stages of projects/programme implementation; and
• Gathers and disseminates information on best practice in accountability and results-based management systems.
  

• Demonstrates  and safeguards ethics and integrity;
• Demonstrates corporate knowledge and sound judgment;
• Takes charge of self-development and takes initiative;
• Demonstrates ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds;
• Facilitates and encourages open communication and strives for effective communication;
• Stays composed and positive even in difficult moments, handles tense situations with diplomacy and tact, and has a consistent behavior towards others;
• Surfaces conflicts and addresses them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution;
• Encourages learning and sharing of knowledge; and
• Demonstrates informed and transparent decision making.

• Demonstrates consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct;
• Demonstrates professional competence and expert knowledge of the pertinent substantive areas of work;
• Demonstrates an appreciation of the multicultural nature of the organization and the diversity of its staff; and
• Demonstrates an international outlook, appreciating difference in values, and learning from cultural diversity.

Required Skills and Experience

• Secondary education. University degree in administration or any equivalent  is desirable.

• 5 years of relevant experience in administration, procurement, Human resources, logistical or program support service;
• Good experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in handling of web-based finance/ management systems;and
• Previous experience in the UN System is desirable.

Language Requirements:

• Fluency in English and Arabic.