UN Women: Programme Analyst (Grants and Systems Coordination)

Advertised on behalf of :

Application Deadline :14-Sep-19 (Midnight New York, USA)
Type of Contract :FTA International
Post Level :P-2
Languages Required :
Duration of Initial Contract :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.


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.

The United Nations Trust Fund to End Violence against Women (UN Trust Fund) was established through the UN General Assembly Resolution 50/166 with UN Women as its Administrator on behalf of the UN system. The UN Trust Fund is a global multi-lateral mechanism supporting national efforts to end violence against women, one of the most widespread human rights violations in the world. The UN Trust Fund awards grants to civil society organizations and government entities and provides technical assistance to its partners to advance the development strategic interventions in the area of ending violence against women and girls.

The UN Trust Fund, through its annual Call for Proposals process, identifies and selects the most note-worthy projects to fund each year. The application selection process is rigorous and extensive, requiring coordination across a wide range of stakeholders, including applicants, external experts, UN Women offices and other UN agencies. On average, the grant selection process takes 9 months and involves tight deadlines and extensive coordination across 6 UN Women regional offices, 70 external experts, as well as 90+ individuals from 13+ UN agencies, NGOs, government entities, and issue experts.

The UN Trust Fund utilizes an online Grants Management System (GMS) for both the grantee selection process as well for managing grantee reporting obligations. It is in the process of redesigning its existing Grants Management System in collaboration with a vendor and the UN Women Information Systems and Telecommunications (IST) Section. The current online platforms include: 1) the Call for Proposal (CFP) section that interfaces with approximately 2,000 users during each Call for Proposals; and 2) Grants financial and narrative reporting system through which 100+ grantees submit their bi-annual reports and receive feedback on progress. The UN Trust Fund has an average of 100 active grants that utilize its online systems.

Reporting to the Grants Manager, with a Management Matrix line to the Operations Manager, the Coordination Analyst is responsible for providing support to the UN Trust Fund Call for Proposals process and developing and maintaining information systems utilized by the UN Trust Fund.

Duties and Responsibilities

Provide online systems development, implementation and maintenance support for the effective management of grants to civil society on ending violence against women:

  • Provide technical and coordination support to the Operations Manager in developing, implementing and maintaining online systems utilized by grantees to report on their projects to the UN Trust Fund. 
  • Serve as the main focal point to coordinate with the UN Trust Fund staff, UN Women focal points and grantee users to gather and consolidate the requirements for any new system-related modules.
  • Coordinate the technical support with external vendor to ensure the online application system is functioning smoothly. Conduct the User Acceptance Test (UAT) for all modules in English, French and Spanish by using different roles/users.
  • Serve as the main contact for the Helpdesk Support and provide webinars to a range of system users. Provide troubleshooting on technical issues reported to the Helpdesk: investigate into and report the issues in the Issue Register; verify the fix with the vendor and revert to the user.  
  • Update system user guides for grantees and fund users to add new chapters as modules are finalized, and to improve the content and reader-friendliness based on feedback and suggestions from users.

Provide technical and coordination support related to the online Call for Proposals application processes to the Secretariat:

  • Manage the online application system related to the Call for Proposals, including testing the application to ensure a smooth and timely roll-out.
  • Control user access, permissions and privileges and other database responsibilities for the UN Trust Fund staff, expert consultants and regional offices.  Provide troubleshooting support during the application process and enter data when users cannot.
  • Provide assistance to users including applicants, grantees, UN Trust Fund Secretariat staff and UN Women staff in the field offices during the open application period.
  • Run database reports and exports and ensure timely updates of call-related documentation on the system site as well as regular email status updates to applicants.

Provide coordination support to the efficient implementation of the annual Call for Proposals processes:

  • Coordinate the selection, identification and recruitment of translators and proofreaders for the Call for Proposals as well as independent experts for the review of applications and ensure swift payments upon validation of satisfactory deliverables.
  • Support the coordination of application appraisal and selection processes which includes sharing relevant review materials with participants, training reviewers, and ensuring appraisals are completed within established timeframes.
  • Ensure all Call for Proposals related documents, including concept note forms and proposals, completed appraisal forms and supporting documents are filed as needed.
  • Draft and disseminate feedback letters to shortlisted applicants, as well as prepare project summary templates and other relevant material for the inter-agency Programme Advisory Committees.
  • Coordinate the submission and review of implementing partner assessment forms and ensure proper record-keeping of all Call for Proposals related materials.  

Provide any other support as requested by supervisor.

Key Performance Indicators: 

  • Timely and quality coordination support to the programme team and partners in line with work plan;
  • Quality and timely development and review of systems for application and grants management;
  • Timely submission of quality and accurate reports;
  • Regular communication with partners and stakeholders;
  • Quality organization of files and proper record keeping;
  • Adherence to UN Women standards and rules.


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.

Please visit this link for more information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf.

Functional Competencies:

  • Demonstrated proficiency and thorough understanding of project management life cycle processes;
  • Knowledge of information technology platforms for web-based database systems;
  • Actively seeks to apply current expertise and new ideas on how to optimize use of technology to streamline workloads;
  • Ability to pay attention to details in a very organized manner;
  • Ability to communicate sensitively and effectively across different constituencies;
  • Good interpersonal skills; ability to establish and maintain effective partnerships and working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Required Skills and Experience


  • Advanced university degree (Master's degree or equivalent) in Public Administration, International Development, Social Sciences, Computer or Information Systems, Business Administration or related field. 
  • A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. 


  • Minimum 2 years of relevant experience in the field of gender equality, human rights and development;
  • Experience in developing and conducting trainings and webinars for a wide range of users;
  • Experience in developing and/or managing online platforms preferred;
  • Experience in conducting quality assurance-related work and/or testing of online products/services;
  • Experience with grant-making is an asset;
  • Experience in working in a multi-cultural setting with people from different cultural backgrounds is an asset.


  • Fluency in English (oral and written) is required;
  • Working knowledge of Spanish and/or French is an asset.  

Application Information:

  • All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment;
  • Kindly note that the system will only allow one attachment. 
  • UN Women will only be able to respond to those applications in which there is further interest.


In July 2010, the United nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.

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