Antecedentes

UN Women is the UN’s global entity for gender equality and women’s empowerment. It is an inter-governmental body that provides financial and technical assistance to innovative approaches aimed at fostering women's empowerment and gender equality at global, national, regional and sub-national levels. The UN Women Multi Country Office (MCO) works for countries including India, Bhutan, Maldives and Sri Lanka.

UN Women’s Office based in New Delhi covers four countries: India, Bhutan, Maldives and Sri Lanka. In these countries, we strengthen women’s rights by working with women, men, feminists, women’s networks, governments, local authorities and civil society.  With all of them, UN Women helps to create national strategies to advance gender equality in line with national and international priorities. UN Women stands behind women’s equal participation in all aspects of life, focusing on four priority areas: Ending violence against women, Promoting Leadership and Participation, National Planning and Budgeting and Economic Empowerment.

Under the overall supervision of the Regional Programme Specialist – GRB Unit/Programme Specialist – EVAW unit, the Programme Assistant will provide administrative assistance and support to the ongoing programmes/projects of the two units (GRB and EVAW). 

Deberes y responsabilidades

Summary of Key Functions:

  • Efficient coordination and administrative support to the Programme Units;
  • Effective support to GRB and EVAW programme through maintenance of budgets;
  • Supports knowledge building and knowledge sharing in the Programme Units.

Efficient coordination and administrative support to the Programme Unit focusing on achievement of  the following  results:

  • Provide coordination and logistical support for events and workshops;
  • Provide administrative support relating to coordination with operations on procurement, contracting, finance functions and settlement of travel reimbursements;
  • Liaise with programme team to arrange their schedule of meetings, workshops and conferences;
  • Maintenance of records/documents/files relating to the projects;
  • Preparation of MTOs and submission of travel documents for project staff including consultants;
  • Creation of requisitions in Atlas for projects, register of goods receipt in Atlas;
  • Making budget check for requisitions;
  • Maintain/update database of partner agencies (government, non-government, donors, research institutes).

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

  • Support in creation of projects in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project;
  • Support review of FACE/expenditure reports submitted by partner agencies, review vouchers/receipts and prepare supporting documents for recording expenditure in ATLAS and transfer of funds;
  • Coordinate with consultants/partner agencies on submission of deliverables, review and submit supporting documents for payment release /closure of projects.  

Supports knowledge building and knowledge sharing in the programme units focusing on achievement of the following results:

  • Participation in trainings for  project staff Contributions to knowledge networks and communities of practice;
  • Prepare dissemination plan for research/advocacy outputs.

Any other tasks assigned by the supervisors.

Competencias

Operational Effectiveness:

  • Ability to perform a variety of repetitive and routine tasks and duties related to programme support;
  • Ability to review data, identify and adjust discrepancies;
  • Ability to handle a large volume of work possibly under time constraints;
  • Good knowledge of administrative rules and regulations;
  • Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required;
  • Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service;
  • Ability to organize and complete multiple tasks by establishing priorities.

Managing Data:

  • Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases;
  • Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative;
  • Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy;
  • Interprets data, draws conclusions and/or identifies patterns which support the work of others.

Managing Documents, Correspondence and Reports:

  • Creates, edits and presents information (queries, reports, documents)  in visually pleasing, clear and presentable formats  such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software;
  • Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction;
  • Shows sound grasp of grammar, spelling and structure in the required language;
  • Ensures correspondence, reports and documents comply with established UN standards;
  • Ability to produce accurate and well documented records conforming to the required standard.

Planning, Organising and Multi-Tasking:

  • Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships;
  • Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines;
  • Demonstrates ability to quickly shift from one task to another to meet multiple support needs;
  • Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.

Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Habilidades y experiencia requeridas

Education:

  • Minimum secondary education.

Experience:

  • 4 years of relevant administrative experience;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language:

  • Fluency in English and working knowledge of the national language of the duty station.

Application Information:

  • 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. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment;
  • UN Women will only be able to respond to those applications in which there is further interest.

Note:

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.