Background

Grounded in the vision of equality enshrined in the Charter of the United Nations, UN Women will work 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 will lead and coordinate United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

Under the overall guidance of the Country Office Representative and direct supervisor of the National Programme Officer, the Programme Assistant ensures effective delivery of country programmes by entering and managing data and supporting programme implementation consistent with UN Women rules and regulations.

The Programme Assistant can supervise clerical and support staff of the Programme Unit. The Programme Assistant works in close collaboration with the operations, programme and projects’ staff in the CO and UN Women Regional Office as required for resolving complex finance-related issues and exchange of information.

Duties and Responsibilities

 Supports formulation of programme strategies and implementation of the Country Programme Action Plan focusing on achievement of the following results:

• Collection, analysis and presentation of background information for preparation of CCA, UNDAF, CPD, CPAP, effective application of RBM tools and establishment of management targets (BSC);
• Presentation of background information for formulation of country programme, draft project documents, work plans, budgets, proposals on implementation arrangements;
• Support the monitoring and evaluation of projects;
• Support the preparation of reports on projects execution.
  

Provides effective support to management of the CO programme focusing on the achievement of the following results:

• Creation of a project in Atlas, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project;
• Provision of guidance to the executing agencies on routine implementation of projects;
• Presentation of information for audit of NEX projects, supports implementation of audit recommendations.
  

Provides administrative support to the Programme Unit focusing on achievement of the following results:

• Review of NEX projects Financial Reports; preparation of non-PO vouchers for development projects;
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
• Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
• Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas;
• Making budget check for requisitions, POs and vouchers.
  

Supports resource mobilization focusing on achievement of the following results:

• Analysis of information on donors, preparation of donor’s profile;
• Track and reporting on mobilized resources. Review of contributions agreement, managing contributions in Atlas.
  

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff on programme;
• Synthesis of lessons learnt and best practices in programme;
• Sound contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies:

Support the preparation of information for advocacy:

• Identifies relevant information for advocacy for a variety of audiences

Results-Based Programme Development and Management:
Contributing to results through provision of information

• Provides information and documentation on specific stages of projects/programme implementation;
• Provides background information to identify opportunities for project development and helps drafting proposals.
  

Building Strategic Partnerships:
Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives;
• Maintains databases of donor information;
• Tracks and reports on mobilized resources.
  

Innovation and Marketing New Approaches:
Implementing processes and uses products

• Documents and tracks innovative strategies/best practices/new approaches;
• Responds positively to new approaches.
  

Resource Mobilization (Field Duty Stations):
Providing information for resource mobilization strategies

• Maintains information/databases on potential and actual donors;
• Maintains database of project files;
• Provides data and information needed for preparation of project documents.
  

Promoting Organizational Learning and Knowledge Sharing:
Basic research and analysis

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

Job Knowledge/Technical Expertise:
Fundamental knowledge of processes, methods and procedures

• 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;
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
• Demonstrates good knowledge of information technology and applies it in work assignments;
• Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments.
  

Global Leadership and Advocacy for UN Women’s Goals:
Research and analysis

• Identifies relevant information for advocacy for UN Women’s goals for a variety of audiences.

Client Orientation:
Maintains effective client relationships

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

Core Competencies:

• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
  
• Self-development, initiative-taking; 
  
• Acting as a team player and facilitating team work;
  
• Facilitating and encouraging open communication in the team, communicating effectively;
  
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others;
• Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision making.

Required Skills and Experience

Education:

• Secondary Education, preferably with specialized certification in Accounting and Finance;
• University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.

Experience:

• 6 years of progressively responsible administrative or programme experience is required at the national or international level;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language:

• Fluency in English and language of the duty station (French).