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 in Georgia supports state and non-state partners towards the achievement of substantive gender equality in Georgia. In line with national and international commitments, UN Women works on the levels of policy and legislation, institutions, and grassroots, in order to achieve transformative results for increased gender equality and greater protection of the rights of women and girls. UN Women is providing technical and financial support to partners worldwide, working in several thematic areas: Women, Peace and Security (WPS) is one of them.

UN Women has provided continues support to partners in Georgia to increase meaningful participation of women in conflict prevention, transformation, resolution, and sustainable peacebuilding processes. Under the current country programme and in line with the 2016-2020 UN Partnership for Sustainable Development, UN Women supports the Government of Georgia to develop and implement the National Action Plan for Implementation of the UN Security Council Resolutions on Women, Peace and Security (UN SCR 1325 (2000) et al.) and to achieve the targets of nationalized Sustainable Development Goals 5 and 16.

Within this framework, UN Women works with defence and security sector actors to mainstream gender into the Security Sector Reform process and its outcomes. UN Women also continues to support the capacity development of women mediators and peacebuilders to ensure the direct and meaningful participation of women in peace processes, as well as creates spaces for effective engagement of women peace activists with the participants of formal peace and incident prevention processes (namely the Geneva International Discussions and the Incident Prevention and Response Mechanisms). One of UN Women’s top priorities is to provide support for the localization of the National Action Plan on UN SCR 1325 by fostering the active participation of grass-roots organizations, internally displaced and conflict-affected women and local governments. The overall goal of UN Women’s WPS programme is to support the full implementation of the Women, Peace and Security agenda in Georgia.

UN Women partners with the UK Government to contribute to the enhancement of women’s full, equal and meaningful participation in peace and security processes and to increase Government of Georgia’s accountability to implement the Women, Peace and Security agenda in Georgia and meet its obligations undertaken on the international, regional and local levels.  

To render administrative support to the implementation of the project(s), UN Women is planning to hire Project Associate. Reporting primarily to the WPS Programme Analyst, the Project Associate will work in close collaboration with the programme and operations team of UN Women Georgia CO, responsible parties, and partners to ensure successful implementation of the project and achievement of planned results.

Duties and Responsibilities

The Project Associate 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 inventories 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 WPS 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 project assistance tasks as assigned.
  • Perform other relevant duties as required.

Competencies

Corporate:

  • 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.

Technical/Functional:

  • Proficiency in IT skills demonstrated.
  • Proficiency in English and Georgian demonstrated.
  • Sound knowledge of gender equality and WPS 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.

Behavioral:

  • 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.

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

Required Skills and Experience

Academic Background: 

  • At least High School degree with additional 6 (six) years of relevant experience will be given due consideration in lieu of bachelor’s degree.
  • At least bachelor’s degree or equivalent in finance, administration, or in similar disciplines with 3 (three) years of relevant experience.

Relevant work experience:

  • At least 6 (six) years of relevant professional experience - in project administrative work, procurement and/or logistics support is required with high school degree – minimum requirement.
  • In case of bachelor’s degree – at least 3 (three) years of experience in project administrative work, procurement and/or logistics support is required – minimum requirements.
  • Work experience in the field of gender equality and women’s empowerment will be considered an asset.
  • Experience in providing project support and/or coordination of activities with NGOs, UN agencies and/or EU institutions, or other donor or international organizations will be an asset.
  • Strong experience in preparation of budgets, work-plans and implementation plans will be an asset.
  • Knowledge of UN Women/UNDP procurement and financial rules and regulation is an additional advantage.
  • Experience in preparation of presentations, meetings, and administrative documentation for projects will be an asset.
  • Knowledge of project management tools and utilization of these regularly in work and assignments will be an asset.
  • Experience with Microsoft Office applications, high proficiency in the use of MS Word, Excel, and PowerPoint.
  • Experience in handling of web-based management systems is an added advantage.

Languages:

  • 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 Project Associate for on SB3-MID level should consist of:

How to Submit the Application:

  • Download and complete the UN Women Personal History Form (P11) - https://www.unwomen.org/en/about-us/employment/application-process
  • 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.

Notes:

  • 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.)