Historique

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.

Under the supervision of the Country Representative the Programme Associate reports to the Country Representative and is responsible for providing support to management through the administration and execution of a variety of activities and transactions to ensure the efficient flow of information and communication to and from the management office, to facilitate timely action and decision-making, organization of events, collection and verification of data / information. 

Furthermore, the Programme Associate works with and provides support to the members of the Programme Team in the development and implementation of effective programmes consistent with UN Women rules and regulations.  S/he contributes to research, procurement financial management, and programme implementation including providing necessary operational, administrative and programmatic support. S/he works in close collaboration with the operations, programme and projects’ staff in the CO and UN Women HQ to implement project activities and resolve bottlenecks, complex operational issues and information delivery, and with sister UN agencies in Iraq to exchange information and ensure consistent service delivery.

Devoirs et responsabilités

Support the office in  formulation of programme strategies and provide programme management support:

• Support the Programme and Operations units in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
• Identify sources, and gather and compile data and information for the preparation of programme documents, guidelines, speeches and position papers;
• Support the Programme Team in the implementation of the control mechanisms for development projects through monitoring of budget preparation and modifications;
• Support the Programme Team in recruitment of staff and non-staff personnel;
• Create projects in Atlas, prepare required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project;
• Support operations unit to ensure the review of the Country Office (CO) operating budget to monitor expenditures for timely use as allocated and ensure compliance, completeness and accuracy of transactions according to rules, regulations, allocations and objectives;
• Support the operations unit to ensure the review and verifying of the accuracy of supporting documentation for payments. Submit systematic financial report to the Representative for management monitoring and/or action;
• Organize, compile and process information from donors, Regional Office, and programme team, as inputs to various databases and documents;
• Support the Programme team in the tracking and reporting on mobilized resources.

Provides effective and efficient procurement and administrative services in the office:

• Support to formulation and implementation of a strategic procurement plan for Iraq office, and assist in ensuring timely implementation of annual procurement plan;
• In coordination with the Operation Associate, provide technical guidance to project teams in preparation of procurement and budget work plans;
• Coordination and facilitation of the provision of reliable and quality procurement and contracting activities, and close oversight of all procurement transactions;
• Performing a Buyer role in Atlas, preparation of POs procurement activities above the $2,500 threshold;
• Coordination with Finance team to ensure timely processing of payments to vendors and timely closure of POs at year-end;
• Inventory control of all Iraq CO assets, coordination of physical verification of inventory items, and timely preparation and submission of periodic inventory reports;
• Coordination with local authorities, UNAMI and UN agencies on protocol and other related matters;
• Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials;
• Provide logistical and administrative support in the organization of events and awareness campaigns;
• Arrange travel, hotel accommodations and other logistics for the team for work related issues;
• Tracking of cost-recovery charges for all services provided to projects.

Administrative support to the UN Women Country Representative and Deputy Country Representative:

• Recommend and/or establish systems and streamline procedures to enhance the flow of information/communication to and from the Representative’s office;
• Review and verify completeness of required documentation and/or clearances (as appropriate) prior to submission for the Representative’s approval/signature;
• Respond and/or direct queries to the appropriate office or staff member for timely action and/or response;
• Collect, review and organize briefing materials for the Representative and Deputy for appointments, meetings, official missions and other activities;
• Organize official events and meetings hosted by the Representative and Deputy and oversee the timely and efficient completion of administrative and logistics arrangements;
• Facilitate the Representative’s interaction with various partners within the UN System and externally such as, other UN entities, donor country delegations, parliamentarians and high-level senior officials through collaborative and proactive relationship with counterparts and colleagues in those offices.

Impact of Results:

• The key results have an impact on the efficiency of the Representative’s office and on the overall performance of the Programme and Operations Unit. Accurate analysis, data entry, and presentation of information strengthens the capacity of the office and promotes the image of UN Women as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

Compétences

Core values / Guiding Principles:

Integrity:

• Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism:

• Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity:

• Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core Competencies:

Ethics and Values:

• Demonstrate and safeguard ethics and integrity.

Organizational Awareness:

• Demonstrate corporate knowledge and sound judgment.

Development and Innovation:

• Take charge of self-development and take initiative.

Work in teams:

• Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing:

• Facilitate and encourage open communication and strive for effective communication.

Self-management and Emotional Intelligence:

• Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management:

• Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

• Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making:

• Demonstrate informed and transparent decision making.

Functional Competencies:

• Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the Programme unit including logistical support;
• Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems;
• Creates, edits and presents information in clear and presentable formats, using appropriate IT functionality;
• Ability to organize and complete multiple tasks by establishing priorities;
• Ability to perform work of confidential nature and handle a large volume of work; 
• Ability to establish, build and sustain effective relationships with clients, demonstrating understanding of client's perspective; anticipates client needs and addresses them promptly;
• Ability to administer and execute financial processes and transactions;
• Ability to manage data, documents, correspondence and reports information and workflow.

Qualifications et expériences requises

Education:

• Completion of secondary education required;
• University degree or equivalent in Business or Public Administration is an asset.

Experience:

• A minimum of 6 years of related experience in administration, procurement and programme preferably in a large or international corporation or organization;
• Experience in working in a computer environment using multiple office software packages, experience in ATLAS an advantage.

Language:

• Fluency in English and Arabic is required.