Programme Associate

Advertised on behalf of :

Location : Panama City, Panama, PANAMA
Application Deadline :21-Jul-19 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English   Spanish  
Expected Duration of Assignment :12 months - Assignment: 80% Part Time

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.


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.

Eliminating violence against women and girls is a key area of UN Women´s work. The focus of Outcome 4 of the UN Women Strategic Plan (2018-2021) is All women and girls live a life free from violence.

The European Union (EU) and the United Nations (UN) are embarking on a new multi-year programme, called the ‘Spotlight Initiative,’ which is focused on eliminating violence against women and girls (VAWG) and harmful practices (HP). In a focused set of countries, the Spotlight Initiative will deploy targeted, large-scale investments to improve the rights of women and girls, helping them to live lives free of violence. 

The Latin American regional programme of the Spotlight Initiative will focus on eliminating femicide. As stated by the UN Economic Commission for Latin America and the Caribbean (ECLAC), on average, at least 12 women are killed daily in the region because they are women. Through a comprehensive approach, the Spotlight Initiative will focus its work on eliminating femicide through six key pillars: I) developing and implementing relevant legislation and policies, II) strengthening national and sub-national institutions, III) preventing violence through evidence-based programmes and campaigns, IV) ensuring the collection and use of prevalence and incidence data, V) establishing essential services for victims and survivors, and VI) partnering directly with women’s movements and civil society.

The Spotlight regional joint programme aims at adding value, maximizing investment, and contributing to the scale, sustainability, visibility, lessons learnt and replication of programming to prevent and address femicide throughout the Latin American region.  The regional programme is meant to address aspects of femicide that extend beyond borders and that cannot be solved entirely from a national perspective.  The regional component will encourage regional institutions to move forward policies to prevent femicide in a context where women’s human rights are being put into question and where some countries are rolling back previously agreed policies on gender equality.

UN Women is the Lead Agency to coordinate the implementation of the Regional Joint Programme.  UN Women, UNDP and UNFPA are recipient UN organizations (RUNOs) that will jointly implement resources and provide technical assistance for the implementation of the regional joint programme as well as to the Joint Programme Team.  ECLAC, PAHO, OHCHR and UNICEF will participate as Associate Agencies (AA) working closely with RUNOs and providing their technical assistance and work jointly in partnership.  Intergovernmental organizations, regional networks of CSOs and other regional partners will be engaged as well.

Reporting to Spotlight Regional Joint Programme Coordinator, the Programme Associate works with and provides support to the members of the Regional Programme Team and UN Women Regional Office (RO)  in the effective develop and implementation of the joint programme consistent with UN Women rules and regulations.  S/he contributes to research, financial management, and programme implementation including providing necessary operational, administrative and programmatic support. The Programme Associate works in close collaboration with the operations, programme and project staff in the RO, UN Women HQ, Recipient UN Organizations (UNDP, UN Women, UNFPA), Associate Organizations (ECLAC, PAHO, UNICEF, OHCHR), Spotlight Secretariat, EU, Steering Committee and Civil Society Reference Group, and partners as required for resolving complex finance-related issues and exchange of information. 

Duties and Responsibilities

Provide administrative and logistical support to the formulation and management of the joint programme

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


Provide administrative support to the financial management of the Joint Programme Management Team for Programme Management Costs and Spotlight Communications funds

  • Create projects in Atlas, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of joint programme;
  • Provide administrative support in monitoring budget preparation and the finances of joint programmes; 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 Atlas for development projects; register good receipts in Atlas;
  • Assist in the preparation and follow up of cost-recovery bills in Atlas.


Provide administrative support to the Joint Programme Programme Team

  • 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; 
  • Maintain control of travel claims ensuring accuracy and compliance in a timely manner;
  • Obtain quotations for all the processes of acquisition of goods and services (micro purchasing);
  • Prepare public information materials and briefing packets; 
  • Assemble briefing materials and prepare power-point and other presentations;
  • Maintain proper filling system of finance records, project documents – hard and soft copies;
  • Provide guidance and training to Programme Assistants as needed.


Provide administrative support to Resource Mobilization

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


Facilitate knowledge building and knowledge sharing

  • Contribute 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.


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.


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;

•             Ability to support a team and team building skills;

•             Strong financial and budgeting skills;

•             Strong IT skills;

•             Focuses on result for the client and responds positively to feedback;

•             Attention to detail.



Required Skills and Experience

Education and certification:        

•             Bachelor’s degree in Business,Public Administration or relevant field is required.


•             At least 5 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 ATLAS is an asset;

•             Experience in supporting a team.

 Previous experience working in the UN System or NGOs is an asset.


Language Requirements:             

•             Fluency in English and Spanish is required

•             Knowledge of Portuguese language is an asset.


Other requirements:

  • The person to be hired must be a Panamanian  citizen (natural or legal), or foreigner with legal residence and valid work permit  to remain and work in Panama for the duration of the contract.
  • Applicants cannot be a public servant from the State, Departmental Government, State Entity and Decentralized services, whatever the nature of the link (paid or not), or hired under any modality by said state public persons.



Applications consists of one attachment that include a completed and signed, UN Women Personal History Form (P11) together with an updated CV.  Applications without the completed P11 form will be treated as incomplete and will not be considered for further assessment. Please combine all your documents into one (1) single PDF document as the system only allows to upload maximum one document. The electronic version of the P11 can be downloaded from the following website:

UN Women 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.

If you are experiencing difficulties with online job applications, please contact

Note 1: Please note that this vacancy post is part time (80%). 

Note 2:  Only short-listed qualified candidates will be contacted.



If you are experiencing difficulties with online job applications, please contact the eRecruit Helpdesk.

© 2016 United Nations Development Programme