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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 centre 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, through its Women, Peace and Security Team in Cotabato, manages the Women Peace and Humanitarian Fund (WPHF) that works with eleven (11) CSO partners in conflict impacted communities. It is also implementing the Empowering women for sustainable peace in the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM) together with UNDP. These programme recognize that gender-related vulnerabilities and violence, COVID-19, and electoral transitions challenge to the peace and stability of the BARMM and its surrounding areas by straining efforts to reintegrate former combatants, driving up competition for scarce resources in localities with historical tension, and shifting institutional focus away from building inclusive policies during the formative stage of the region’s new administrative apparatus. These programme seek to contribute to the Normalization agenda of the BARMM government. They are designed to prevent insecurity and violence by harnessing the potentials of both women and men and addressing structural gender inequality and discriminatory gender norms that are the barriers to sustainable peace. It focuses on the localization of the Women, Peace and Security (WPS) agenda in BARMM with the assumption that peace is inextricably linked to equality between women and men. Empowering women to engage in peacebuilding within communities affected by conflict is critical to creating and sustaining peace in BARMM. The BARMM Regional Action Plan on Women, Peace and Security (RAP-WPS) 2020-2022 provides a clear entry point to translate commitment into concrete plans back with resource allocation in the coming years. As the new cycle of BARMM RAP-WPS is being prepared, the programme seek to enhance the role of Bangsamoro women in the implementation of the peace agreement, in conflict transformation and the protection of their human rights in conflict and post-conflict settings.
To support the implementation of these programmes, UN Women seeks a Programme Assistant to work with and provides support to the members of the Programme Team in the development and implementation of the programmes. The Programme Assistant will provide support and assistance to the team to ensure effective programme implementation in line with UN Women rules and regulations. Under the guidance and supervision of the Programme Specialist, the Programme Assistant supports the programme operations by performing a variety of standard administrative processes. The Programme Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.
Duties and Responsibilities
1. Programme Management Support
- Provide programme and administrative support to the programme team in the preparation of various programme documents, such as work plans, budgets, reports and proposals on programme implementation arrangements.
- Under the guidance of the supervisor, assemble briefing materials and prepare power-point and other presentations for the programme unit.
- Identify sources, and gather and compile data and information for the preparation of documents, guidelines, and other material as required.
- Assist the programme team in reviewing and preparing documentation on the procurement of goods and services, and support contract tracking.
- Help the team in providing guidance to the country and project offices on routine implementation of the project, tracking use of financial resources.
2. Financial Management Support
- Use Atlas to prepare required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of the project.
- Create requisitions in Atlas for receipt of goods and services, including making budget check for requisitions, POs and vouchers.
- Support the programme team in the financial management of the project.
- Review and verify all related FACE financial transactions, activities, and documentation; taking corrective actions as needed and reporting any unusual activities.
- Maintaining PAs FACE budget tracking and status, determination of unutilized funds quarterly prior to liquidation.
- Support in the preparation of Final FACE Report/quarterly.
- Organize, compile and process information from the donor as well as from the programme team, and keep track of the information through databases and e-filing.
- Support the programme team in the tracking of and reporting on mobilized resources.
3. Administrative Support to the Programme Unit
- Provide administrative support to the programme team in the organization of events, meetings and workshops, etc.
- Make travel arrangements for the programme team and project staff, including preparation of travel requisitions and claims.
- Draft non-substantive correspondence.
- Maintain and organize up-to-date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.
- Create and maintain files of correspondence/documents and electronically received information, and ensure up-to- date filing.
- Maintain both hardcopies and electronic copies of the office records and reference files on various subjects.
- Prepare presentation material/slides in Power-point for presentations for the meetings/workshops and keep all papers ready for meetings.
4. Supports resource mobilization focusing on achievement of the following results:
- Review of contributions agreement, managing contributions in Atlas.
5.Supports knowledge building and knowledge sharing in the PP focusing on achievement of the following results:
- Participation in the trainings for the operations/ projects staff on programme.
- Contributions to knowledge networks and communities of practice.
- Respect for Diversity
- Awareness and Sensitivity Regarding Gender Issues
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
- Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the programme team, including logistical support.
- Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems.
- Ability to create, edit and present information in clear and presentable formats, using appropriate IT functionality.
- Ability to organize and complete multiple tasks by establishing priorities.
- Ability to handle a large volume of work, also under time constraints.
- 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.
Required Skills and Experience
- Completion of secondary education is required. University degree (or equivalent) in Business or Public Administration or related field is an asset.
- At least 5 years of progressively responsible experience with administrative tasks.
- Experience in working in a computer environment using multiple office software packages. Experience in working with ATLAS and FACE Form is an advantage.
- Work experience in administrative support of development programme/project is an advantage.
- Work experience within the UN system is an asset.
- Fluency in English and Tagalog is required.
- Working knowledge of another UN official language is an asset.
All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from https://asiapacific.unwomen.org/en/about-us/jobs. 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.
Only shortlisted candidates will be notified.
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.
If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.