Administrative/Programme Assistant



Advertised on behalf of :

Location : FREETOWN, SIERRA LEONE
Application Deadline :23-Mar-23 (Midnight New York, USA)
Additional Category :Gender Equality
Type of Contract :Service Contract
Post Level :SB-2
Languages Required :
 English  
Starting Date :
(date when the selected candidate is expected to start)		10-Apr-2023
Duration of Initial Contract :6 Months
Expected Duration of Assignment :6 Months

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


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.

UN Women is committed to the achievement of equality between women, men, boys and girls as partners and beneficiaries of humanitarian action and resilience. In May 2015, UN Women engaged in Gender in Humanitarian Action and in 2017 created the Humanitarian Action and crisis Response Office to consolidate its advocacy, coordination and capacity development role for the integration of gender equality across humanitarian action. UN Women Humanitarian response includes three areas of work, namely disaster risk reduction and mitigation, humanitarian response and early recovery dealing with Women’s Leadership, Empowerment, Access and Participation (LEAP) and Resilience. The impact of conflict is often measured by casualties: Women and girls face heightened risks due to displacement and the breakdown of normal protection structures and support, gender-based violence.

As part of its Disaster Risk Reduction and Resilience work(DRR), the UN Women Regional Office for West and Central Africa, focusses on prevention and resilience building by ensuring that new and existing disaster risks are mitigated by putting women’s agency and voice at the center of disaster risk reduction efforts. UN Women facilitates and promotes the integration of gender equality and women's empowerment through Coordination and Leadership; Capacity Development; Mainstreaming Gender into Data, Analysis, and Advocacy and Targeted programming.

UNWOMEN collaborates closely with UN system partners, national institutions and civil society organisations to ensure accountability and coherence in addressing gender equality in humanitarian action and DRR. UN Women works with gender equality institutions and organizations, from grassroots to intergovernmental bodies, to strengthen their position and capacity as champions for gender equality in humanitarian action, resilience and beyond

Duties and Responsibilities

 Provide general administrative and logistical support to the section in accordance with UN Women rules, regulations, policies, and strategies:

  • prepare travel authorizations, security clearance, and other documents, collect information for DSA, as required.
  • Provide logistical and administrative support to the preparation of  conferences, workshops, retreats including setting up of conference rooms, collecting materials, and coordinating technical services with the ICT Support team;
  • Provide administrative support to property management.
  • Maintain filing system ensuring safekeeping of confidential materials.

Provide administrative support to office management:

  • Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
  • Maintain records on assets management and prepare required reports;
  • Maintain files and records relevant to office premises and related maintenance;

Provide administrative support to the implementation of the section’s projects:

  • Maintain filing system of project files;
  • Assist with month end checklist by reviewing outstanding POs, vouchers and receipts;
  • Reconcile the backlog of outstanding Travel Expense Reports and F.10 forms.

Provide administrative support to facilitate knowledge building and knowledge sharing

  • Provide administrative support synthesis of lessons learnt and best practices related to programme management and finance;
  • Provide administrative support to the organization of training for the office staff and partners on programme and operations related issues.

Competencies

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

 

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues;
  • Accountability.
  • Creative Problem Solving;
  • Effective Communication;
  • Inclusive Collaboration;
  • Stakeholder Engagement;
  • Leading by Example

Functional Competencies

  • Good knowledge of programme management; 
  • Ability to administer and execute administrative processes and transactions;  
  • Ability to create, edit and present information in clear and presentable formats; 
  • Ability to manage data, documents, correspondence and reports information and workflow;  
  • Strong financial and budgeting skills; 
  • Strong IT skills. 

 


Required Skills and Experience
  • Completion of Secondary
  • Bachelor’s degree in Social Sciences, Business or Public Administration is an added advantage
  • At least 4 years of progressively responsible experience in administration or programme management/support.
  • Experience in working in a computer environment using multiple office software packages;
  • Experience in the use of Quantum is an asset;
  • Experience in supporting a team is an asset
  • Fluency in English
  • Knowledge of the other UN official working language is an asset.

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