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 Ukraine UN Women works with the government, parliament and civil society in advancing gender equality through implementation of the national and international commitments on gender equality and women’s human rights. UN Women Ukraine implements interventions towards the realization of following strategic goals: elimination of violence against women and girls; implementation of women, peace and security agenda and gender responsive governance. UN Women works closely with the UN Country Team in integration of women’s rights and gender equality in all spheres of UN work.

The project on “Decentralisation and Law Enforcement Reforms: Transformative approaches to Gender Equality and Women’s Empowerment in Ukraine” will work  at the central, oblast (Donetsk and Luhansk) and local levels piloting innovative local models of participatory gender-responsive planning and budgeting and gender-based violence prevention and response that will inform and be institutionalised in national policy on decentralisation and law enforcement reforms.

Under the overall guidance and supervision of the Programme Analyst and in close collaboration with the Project Coordinator, Project Assistant contributes to the effective management of UN Women projects components implemented in Kramatorsk. The Project Assistant supports the projects by performing a variety of standard administrative processes ensuring high quality and accuracy of work. S/he promotes a client-oriented, quality and results-oriented approach.

The Project Assistant works in close collaboration with the programme and project staff and the Operations team to ensure consistent service delivery.

Impact of results:

The key results have an impact on the efficiency of the project.  Timely delivery of services and accurate presentation of information strengthens the capacity of the office and promotes the image of UN Women.

Duties and Responsibilities

Summary of key functions:

• Support implementation of operational strategies
• Support implementation of HR Services
• Provision of administrative and logistical support
• Support to office maintenance and assets management
• Support to knowledge building and knowledge sharing

1.      Support implementation of operational strategies by:

• Full compliance of administrative activities with UN/UN Women rules, regulations, policies and strategies;
• Provision of inputs to the project’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
• Provision of inputs to the preparation and implementation of administrative team results-oriented work plans.

2. Support in implementation of HR Services by:

• Facilitation of HR services including personnel matters, attendance records, contracts extension/termination, vacancy announcement, compilations of matrixes, organizing interview panels etc. in full compliance with HR rules, regulations, policies and strategies;
• Maintenance of staffing lists and reports;
• Performing duties of Leave Monitor.

3. Ensure effective provision of administrative and logistical support by:

• Ensuring that travel arrangements and authorizations, passport and visa requests and extensions, flight bookings and all other matters related to travel of international and national staff are properly and timely authorized and processed;
• Providing administrative and logistical support in preparation of missions, conferences, workshops;
• Providing inputs for preparation of budget, provision of information for audit;
•  Assisting in organization of shipments, mailing of documents for UN Women;
• Participation in data collection, analysis and maintenance of projects related database and files; maintaining accurate electronic and paper filing, information and records systems ensuring safekeeping of confidential materials;
• Participation in project activities (meetings, round tables, conferences, other public activities) preparation, implementation and follow up, taking meeting minutes;
•  Support Buyer in preparation of Purchase Orders (POs) by submitting full set of necessary supporting documents;

4. Support to office maintenance and assets management by:

• Maintenance of records on assets management and preparation of required reports;
• Provision of support to maintenance of premises and common services;
• Maintenance of files and records relevant to office premises and related maintenance;
• Acting as custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.

5. Support to knowledge building and knowledge sharing by:

• Provision of necessary administrative support for effective knowledge management and sharing;
• Facilitation/conduction of trainings for the operations/projects staff on administration;
• Providing of sound contribution to knowledge networks and communities of practice.

Measurable outputs of the work assignment:

Timely and quality administrative services provided to Kramatorsk-based projects and Agency.

PERFORMANCE INDICATORS FOR EVALUATION OF RESULTS:

• Quality of work;
• Relations with colleagues and ability to be an effective team player;
• Initiative;
• Technical Skills;
• Knowledge of required procedures;
• Communication and listening skills;

Competencies

CORE VALUES / GUIDING PRINCIPLES

• Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
• Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
• Cultural sensitivity and valuing diversity: Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

CORE COMPETENCIES

• Demonstrates commitment to UN’s mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others;
• Informed and transparent decision making.

FUNCTIONAL COMPETENCIES

• Basic research and analytical skills;
• Results-Based Approach;
• Strong communication skills;
• Client orientation;
• Quality Assurance;
• Self-Management and emotional intelligence;
• Strong interpersonal skills and ability to work effectively with minimum or no supervision as well as part of a team;
• Strong organizational and time management skills;
• Familiarity with UN/UNDP procedures and experience with ATLAS would be an asset;
• Job Knowledge/Technical Expertise;
• High level of creativity and excellent writing skills;
• Ability to identify problems and proposes solutions.

Required Skills and Experience