Programme Assistant



Advertised on behalf of :

Location : Yangon, Myanmar
Application Deadline :17-Feb-21 (Midnight New York, USA)
Additional Category :Gender Equality
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Mar-2021
Duration of Initial Contract :1 year
Expected Duration of Assignment :possibility to extend

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.


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. Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

Reporting to the Operations Manager, the Programme Finance Assistant will assume the Programme Management Support and responsibility to support various tasks related to Implementing Partner’s financial management and the financial support of the overall Programme Support in close cooperation with Programme Unit as well as with the Operations team in the Myanmar Country Office


Duties and Responsibilities

1. Programme Management Support 

  • Provide programme and administrative support to the programme team in the preparation and regular updating of various programme documents, such as work plans, budgets, reports and proposals on programme implementation arrangements.
  • Under the guidance of the supervisor, assemble briefing materials and prepare power-point and other presentations for the programme unit.
  • Assist the programme team in reviewing and preparing documentation on the procurement of goods and services, and support contract tracking.
  • Help the team in providing guidance to the country office on routine implementation of the project, tracking use of financial resources.

2. Provide finance support to the Programme/Operations Unit with financial resources management and controls

  • Prepare supporting documents for payments and financial reports;
  • Prepare for internal and external audits and perform spot checks on implementing partners to maintain adherence to UN Women’s rules and regulations;
  • Monitor financial activity for unusual activities or transactions, investigate anomalies and report to the supervisor conclusions and/or present recommendations for actions/decisions;
  • Draft and present information and data for use in the planning of financial resources and the formulation of work plans and budgets;
  • Support the programme team in preparation of budget and delivery plans and keeping track of expenditure;
  • Follow up with government and non- government partners on submission of quarterly financial reports (Face forms); visit the partners regularly to verify reported expenditures against submitted financial documents.
  • Support the programme managers to ensure timely and quality liquidation of advanced funds.
  • Support programme managers in the creation of project budgets in Atlas, preparation of budget revisions, revision of project award and project status, operational and financial closure of ATLAS projects;
  • Support programme managers in linking projects results with RMS, prepare and establish RMS budgets with project managers.
  • Support programme managers and monitoring and evaluation team in country for requests for preparation of financial donor reports and review and comment on draft reports provided prior to finalization;
     

3.    Administrative Support to the Programme/Operations Unit

  • Provide administrative support to the programme/operations team in the organization of events, meetings and workshops, etc.
  • Make travel arrangements for the programme team and project staff, including preparation of travel requisitions and claims.
  • Draft non-substantive correspondence.
  • Maintain and organize up-to-date hard and electronic files for easy access and retrieval, including for audit preparations. Ensure safekeeping of confidential materials.
  • Create and maintain files of correspondence/documents and electronically received information, and ensure up-to- date filing. Maintain both hardcopies and electronic copies of the office records and reference files on various subjects.
  • Prepare presentation material/slides in Power-point for presentations for the meetings/workshops and keep all papers ready for meetings.
  • Identify and develop new solutions for the programme unit when needed, in the realm of administrative support (such as tracking tools).

 

4.  Supports knowledge building and knowledge sharing between country office colleagues focusing on achievement of the following results:

  • Participation in the trainings for the operations/ projects staff on programme.
  • Staying up to date with the latest systems, tools, processes and guidelines from UN Women and relevant partners to efficiently deliver programming..
  • Contributions to knowledge networks and communities of practice.


Competencies

V. Competencies

 

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:

  • Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the programme team, including logistical support.
  • Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems.
  • Ability to create, edit and present 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, also 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

Education:

• Completion of secondary education is required. 

• University degree (or equivalent) in Business, Finance or Accounting or related field is an asset.

Experience:

• 5 years of progressively responsible experience with Programme Management Support.

• Experience in working in a computer environment using multiple office software packages. Experience in working with ATLAS is an advantage.

• Work experience in administrative support of development programme/project is an advantage.

• Work experience supporting budgetary processes and financial tracking is required. 

• Work experience within the UN system is an asset.

Language Requirements:

Fluency in English and Myanmar language is required.



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