Since 2001, UN Women (UNIFEM) has been providing continues support to partners in Georgia to increase meaningful participation of women in conflict prevention, conflict resolution and sustainable peacebuilding processes. Under the current country programme and in line with UN Partnership for Sustainable Development (2016-2020), UN Women supports the government to develop and implement National Action Plans for the implementation of UN Security Council Resolutions on Women, Peace and Security #1325 et al. and to achieve targets of the nationalized SDG 5 and 16.

With financial support of the UK Conflict, Stability and Security Fund, UN Women will implement a project entitled - ”Accelerating Implementation of the Women, Peace and Security Agenda”. The project goal is to advance women’s meaningful participation in peacebuilding and enhance security sector’s capacities to mainstream gender into their policies, procedures, and operations.

Reporting to Deputy Country Representative and Programme Analyst (based in the UN Women Country Office in Tbilisi, Georgia), Administrative and Finance Assistant will support in planning, implementing, and managing UN Women interventions under the above-mentioned project. She/he will work in close collaboration with the programme and operations team in Georgia ensuring successful UN Women programme implementation and achievement of planned results.

Duties and Responsibilities

The Administrative and Finance Assistant will carry out the following functions under the direct supervision of WPS Programme Analyst:

  • Assist in the preparation of reports, project documentation and submissions;
  • Assist in monitoring of the project activities by reviewing project documentation and a variety of records, progress reports, budgets, and financial expenditures;
  • Maintain accurate financial and personnel records of the project as required by UN Women Country Office;
  • Document project activities and reports;
  • Ensure the maintenance of a filing system, reports or other documentation on the project;
  • Assist in coordination of the exchange of information among the project partners / responsible parties;
  • Prepare and distribute invitation, agendas, various information, etc.;
  • Draft correspondence of a routine nature, responses to inquiries ensuring correctness in terms of format, grammar, and spelling;
  • Make arrangements for appointments and meetings, provide administrative support to conferences, workshops, retreats;
  • Facilitate travel arrangements: initiate travel authorization for approval, reserve flight schedules, coordinate with the Country Office Operations section for relevant travel advances and claims, seek appropriate visa and security clearances;
  • Make arrangements for appointments and meetings, providing administrative support to conferences, workshops, retreats of the project;
  • Prepare payment requests, financial reports, budget planning, and financial expenditures as needed;
  • Safe keeping and maintenance of the project / UN Women equipment and stocks;
  • Support the project in the procurement process including preparation of RFPs, TORs, receipt of RFQs, bids for proposals and participate in the evaluation process;
  • Support to the management of physical assets disposal/transfer; follow up on request and maintenance for disposal/transfer action and enter records in the asset control database ensuring inventory records are up to date and accurate;
  • Maintain an up-to-date list of inventory of the project and support annual physical verification by checking the accuracy of records and location of property;
  • Provide administrative services: set up and maintain project files, collect project related information data, update plans, provide support to the quality review process, and support the organization of the Project Board meetings.
  • Create requisitions in QUANTUM for the project, register of good receipt in QUANTUM;
  • Make budget checks for requisitions;
  • Monitor implementation of outstanding balance of direct cash transfer to partners through QUANTUM system;
  • Undertake basic financial analysis (i.e. budget variance) to support project information needs;
  • Prepare financial reports based on donor and project requirements and provide timely reports from QUANTUM (such as PDRs).
  • Providing overall management support and management of the project in QUANTUM, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project.
  • Track the financial status of the project at all times and monitor the performance of contractors; prepare budgetary revisions in QUANTUM to reflect any adjustments to the initial approved budget and to be finalized for the year(s) affected by the adjustment
  • Act as an interpreter/translator on matters relating to WEESC activities from English, Russian and into Georgian language and vice versa when required;
  • Assist in preparation of donor reports for the project;
  • Assist in Operational Closure of the project;
  • Assist with photocopying, scanning, and faxing (both Country Office and project-related activities);
  • Maintain general office organization (office supplies, rent, communication and transportation issues, etc.);
  • Undertake any other Administrative and Finance Assistant tasks as assigned;
  • Perform other relevant duties as required.



  • Demonstrates integrity by modeling the UN's values and ethical standards
  • Promotes the vision, mission, and strategic goals of UN Women
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Is familiar with UN system


  • Proficiency in IT skills demonstrated
  • Proficiency in English and Georgian demonstrated
  • Sound knowledge of gender equality and WEE issues
  • Proficiency in academic writing and reporting demonstrated
  • Knowledge and understanding of UN WOMEN administrative procedures and functions will be an asset
  • Familiarity with results-based management and human rights-based programming will be an asset


  • Excellent interpersonal and strong communication skills
  • Ability to work in an international and multicultural environment demonstrated
  • Strong organizational and time management skills, ability to meet deadlines
  • Ability to work as a member of a team
  • Ability to approach work with energy, commitment and a positive, constructive attitude
  • Resourceful in finding solutions

Required Skills and Experience

Academic Background: 

  • At least bachelor’s degree or equivalent in finance, administration, or in similar disciplines
  • At least High School degree with additional five years of relevant experience will be given due consideration in lieu of Bachelor’s Degree

Relevant work experience:

  • In case of bachelor’s degree – at least two years of experience in project administrative work, procurement and/or logistics support is required – minimum requirements
  • At least five years  of relevant professional experience required with high school degree
  • Prior experience with development organizations and/or NGOs is a strong asset
  • Experience in handling of web-based management systems is an added advantage
  • Proficiency in the usage of Excel and good understanding of program budgets;


  • Fluency in written and spoken Georgian and English

Management arrangements:

The contractor will report to and work under direct supervision of the WPS Programme Analyst and UN Women Operations Manager and overall guidance of UN Women Georgia Country Representative.

Application package for the position of Administrative and Finance Assistant for on SB3-Q1 level should consist of:

How to Submit the Application:

  • Download and complete the UN Women Personal History Form (P11) -
  • Merge your UN Women Personal History Form (P11), CV and Motivation Letter into a single file. The system does not allow for more than one attachment to be uploaded;
  • Click on the Job Title (job vacancy announcement);
  • Click 'Apply Now' button, fill in necessary information on the first page, and then click 'Submit Application’;
  • Upload your application/single file as indicated above with the merged documents (underlined above);
  • You will receive an automatic response to your email confirming receipt of your application by the system.


  • UN Women retains the right to contact references directly. Due to the large numbers of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.

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.)