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 translate 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.

UN Women (UNW) Regional Office for Arab States (ROAS) is Implementing a regional project on economically empowering and addressing violence against Syrian refugees in the MENA region.

The project, funded by the Japanese government seeks to:

• Empower women economically through income generation activities to enable them support their livelihoods for the day after
• Address violence against women and support women’s meaningful participation in community decision making processes

Under the supervision of the Field Coordinator, the Programme Associate will support the administrative, logistics, budget and finance functions and supports the FC in execution of the project activities as specified in the work plan, support the design, planning and management of the project by managing data and facilitating programme implementation. The Programme Associate will promote a client-oriented approach consistent with UN WOMEN rules and regulations.

Duties and Responsibilities

Ensures technical and administrative support in place  to facilitate  smooth  implementation of  programme strategies, adapts processes and procedures focusing on achievement of the following results:

Provide technical support to PMU to ensure smooth running of project activities:

• Support the field coordinator in  close follow-up on the implementation process through supporting building M&E tools and indicators  to ensure effective application of  RBM tools and establishment of management targets (BSC), establishment of the mechanisms to track use of RBM tools and maintenance of RBM database;
• Support   PMU in the preparation of the work plans, budget, preparation of  evidence based- progress reports including identifying any challenges;
• Initiation of a project, entering project into Atlas, preparation of required budget revisions;
• Provision of guidance to the executing agencies on routine implementation of projects, tracking use of financial resources;
• Provide advice on the contractual modalities/templates to support the smooth finalization of all contractual arrangements for services;
• Follow up on performance indicators/ success criteria, targets and milestones, preparation of reports;
• Support PMU in the analysis of the situation in the project site from the operational, financial,  and  development  aspects and propose solutions;
• Preparations to facilitate conducting   the  evaluation exercise at the end of the project to measure its impact and effectiveness.

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

• Proper control of the supporting documents for payments, review of projects Financial Reports and ensure timely submission to  PMU;
• 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 un posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
• Maintain close follow-up on Financial issues with RO office in Cairo;
• Conduct all local procurement cases in a timely and  competitive manner to ensure value for money guided by UN Women rules and guidelines;
• Maintain updated inventory list in all equipment procured against the project budget;
• Maintain updated personnel records and monitor  leave and attendance records.

Provides support in creation of strategic partnerships and implementation of the resource mobilization strategy   focusing on achievement of the following results:

• Presentation of information/ evidence based reports for identification of areas for support and interventions;
• Support   building   partnerships and  realization of resources mobilization strategies through preparation of donors’ database and facilitate presentations of project objectives;
• Analysis of information on donors, preparation of donor’s profile and database, establishment of contacts with donor counterparts.
• Track and reporting on mobilized resources.

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

• Organization of  awareness campaigns on project objectives;
• Synthesis of lessons learnt and best practices in programme;
• Sound contributions to knowledge networks and communities of practice.

The key results have an impact on the overall efficiency of the project and success in implementation of the regional programme managed by the Regional Office.   Accurate analysis and presentation of information enhances UN Women  position as a strong development partner. The information provided facilitates decision making of the management.

Competencies

Functional Competencies:         

Advocacy/Advancing A Policy-Oriented Agenda:

Support the preparation of information for advocacy

• Identifies relevant information for advocacy for a variety of audiences;
• Makes research of contacts in the media, government, private sector, donors, other agencies, civil society in other stakeholders for  UN Women’s  advocacy efforts.

Results-Based Programme Development and Management:

Contributing to results through provision of information

• Provides information for linkages across programme activities to help identify critical points of integration;
• Provides information and documentation on specific stages of projects/programme implementation;
• Participates in the formulation of project 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;
• Tracks bottlenecks, problems and issues, and proposes solutions;
• 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;
• Documents innovative strategies and new approaches.

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;
• Identifies new and better approaches to work processes and incorporates same in own work;
• 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 UNDP’s Goals:

Research and analysis

• Identifies relevant information for advocacy for  UN Women’s goals for a variety of audiences;
• Maintains a network of contacts in the media and civil society, for use in UN Women’s advocacy efforts.

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;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
• 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 or Social Sciences would be desirable, but it is not a requirement;
• Prince2 training and certification, RMG.

Experience:

• 7 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 the UN and national language of the duty station.