Programme Assistant



Advertised on behalf of :

Location : Yangon, Myanmar, MYANMAR
Application Deadline :18-Jun-23 (Midnight New York, USA)
Additional Category :Gender Equality
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
 English  
Starting Date :
(date when the selected candidate is expected to start)		03-Jul-2023
Duration of Initial Contract :1 year
Expected Duration of Assignment :1 year

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.

 

In Myanmar UN Women works through various partners to influence and achieve humanitarian and development outcomes that benefit women and girls in Myanmar. 

 

Reporting to Programme Specialist, the Programme Assistant 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.  The Programme Assistant contributes to research, financial management, and programme implementation including providing necessary operational, administrative and programmatic support. The Programme Assistant works in close collaboration with the operations, programme and projects’ staff in the CO and UN Women HQs as required for resolving complex finance-related issues and exchange of information.

 

Duties and Responsibilities

III. Functions

1. Provide administrative and logistical support to the formulation and management of programmes

  • Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
  • Provide technical guidance to the COs and executing agencies on routine delivery and reporting of programme supported activities and finances;
  • Prepare information for the audit of programmes/ projects and support implementation of audit recommendations; 
  • Review programme data from programmes/ projects for the CO website;
  • Identify sources and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.

2. Provide administrative support to the financial management of the Programme Unit

  • Create projects in Quantum, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project;
  • Provide administrative support in monitoring budget preparation and the finances of programmes/projects; including the finalization of FACE forms;
  • Review financial reports; prepare non-PO vouchers for development projects;
  • Process payment for consultants;
  • Maintain internal expenditures control system;
  • Create requisitions in Quantum for development projects; register good receipts in Quantum;
  • Assist in the preparation and follow up of cost-recovery bills in Quantum.
  • Support the programme team in preparation of budget and delivery plans and keeping track of expenditure;
  • Support the programme managers to ensure timely and quality liquidation of advanced funds.
  • Support programme managers in linking projects results with RMS, prepare and establish RMS budgets with project managers.
  • Support programme managers and monitoring and evaluation team in country for requests for preparation of financial donor reports and review and comment on draft reports provided prior to finalization;

3. Provide administrative support to the Programme Unit

  • Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
  • Make travel arrangements for the Programme Team, including travel requisitions and claims; 
  • Prepare public information materials and briefing packets; 
  • Assemble briefing materials and prepare power-point and other presentations;
  • Maintain and organize up-to-date hard and electronic files for easy access and retrieval, including for audit preparations. 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.

4. Provide administrative support to Resource Mobilization

  • Prepare cost-sharing and other agreements; follow up on contributions within the CO resource mobilization efforts;
  • Organize, compile and process information from donors, COs, and programme team, as inputs to various databases and documents.

5. Facilitate knowledge building and knowledge sharing

  • Participation in the trainings for the operations/ projects staff on programme.
  • Staying up to date with the latest systems, tools, processes and guidelines from UN Women and relevant partners to efficiently deliver programming.
  • Contributions to knowledge networks and communities of practice.
  • 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.

 

IV. Key Performance Indicators

  • Timely and accurate support to events, workshops, and missions;
  • Full compliance of administrative activities with UN Women rules, regulations, policies and procedures;
  • Timely recording of overall programme unit finances;
  • Timely and accurate tracking of data for CO management and donor purposes;
  • Quality maintenance of internal systems.

Competencies

V. 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

VI. Recruitment Qualifications

Education and certification:

  • Completion of secondary education required.
  • Bachelor’s degree in Business, Finance or Public Administration is an asset.

 

Experience:

  • At least 5 years of progressively responsible experience in administration, financial management  or programme management support;
  • Work experience supporting budgetary processes and financial tracking is required.
  • Experience in working in a computer environment using multiple office software packages;
  • Experience in working in a team.
  • Experience in the use of Quantum is an asset.
  • Work experience within the UN system is an asset.

Language Requirements:

  • Fluency in English and Myanmar language is required;
  • Knowledge of the other UN official working language is an asset.

UN Women Diversity and Inclusion:

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.)

 

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