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 “Advancing Gender Equality and Women’s Empowerment through Decentralization Reform of Ukraine”, funded by the Government of Canada, is implemented at national, regional and local levels in four pilot regions of Ukraine - Chernivtsi, Kherson, Sumy and Volyn. The project goal is to support the government with achievement of the transformative results for gender equality and women’s empowerment through decentralisation reform in Ukraine. The project provides policy, technical and capacity-building support to the national mechanism on gender equality and the Ministry of Communities and Territories development of Ukraine, to strengthen the implementation of the national government policy commitments and programs that advance gender equality and women’s empowerment at national, regional and local levels. The project facilitates participation of the diverse women’s groups and civil society organisations in decisionmaking about decentralized governance and service delivery and their demand for accountability for gender equality commitments. The project includes one outcome: Outcome 1 “Strengthened implementation of the national government policy commitments that advance gender equality and women’s empowerment at national, oblast and local levels”.

Under the overall guidance and supervision of Programme Manager based in Kiyv, Project Assistant contributes to the effective management of the project. The Project Assistant supports the project 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 Programme Unit and success in implementation of programme strategies.  Accurate analysis, data entry and presentation of information ensure proper programme implementation.

Duties and Responsibilities

Summary of key functions:

• Support implementation of operational strategies
• Provide general contract monitoring support to the project implementation
• Provision of administrative and logistical support
• Support to office maintenance and assets managementSupport to knowledge building and knowledge sharing?

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.

Provide general contract monitoring support to the project implementation in:

• Monitoring the timely submission of deliverables and timely processing of payments under project special service agreements and institutional contracts;
• Regular updating the project main register of contracts and payments;
• Compiling necessary documents for hiring of new or amending contracts of current consultants or companies;
• Gathering necessary documents for creation/amendment of Vendor Profiles, e-requisitions, Purchase Orders, micro-canvass forms, vouchers.

Ensure effective provision of administrative and logistical support by:

• Assisting in organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent);
• Support Buyer in preparation of POs by submitting full set of necessary supporting documents;
• Supporting organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
• 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 project staff inside and outside Ukraine are properly and timely authorized and processed;
• Providing administrative support to preparation of conferences, workshops, retreats;
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
• Providing inputs   for preparation of budget, provision of information for audit;
• Participation in data collection, analysis and maintenance of projects related data base 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 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. 

Support to knowledge building and knowledge sharing by:

• Provision of necessary administrative support for effective knowledge management and sharing within the Unit;
• 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 project 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

• Respect for Diversity;
• Integrity;
• Professionalism.

Core Competencies

• Awareness and Sensitivity Regarding Human Rights based Approach and Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

FUNCTIONAL COMPETENCIES

• Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the Programme unit including logistical support;
• Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems;
• Creates, edits and presents information in clear and presentable formats, using appropriate IT functionality;
• Ability to organize and complete multiple tasks by establishing priorities;
• Ability to handle a large volume of work possibly under time constraints;
• Ability to establish, build and sustain effective relationships with clients, demonstrating understanding of client's perspective; anticipates client needs and addresses them promptly;
• Ability to administer and execute financial processes and transactions;
• Ability to manage data, documents, correspondence and reports information and workflow.

Required Skills and Experience