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 centre 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.

As the specialized UN Agency on gender equality and the empowerment of women, UN Women in Indonesia work with other UN Agencies to ensure that commitments on gender equality and gender mainstreaming are translated into UN works and programmes to achieve Sustainable Development Goals across the country. UN Women programmes in Indonesia are guided by the Strategy Note 2021-2024, which is aligned with UN Sustainable Development Cooperation Framework (UNSDCF) signed between the Minister of National Planning and the UN system in the country.

UN Women Indonesia Country Office (C0) is currently managing four major programmes/portfolios, namely, Women’s Economic Empowerment, Ending Violence Against Women (EVAW), Governance and Women, Peace and Security (WPS) and Humanitarian and Disaster Risk Reduction. UN Women manages projects and programmes funded by bilateral donors and private sectors, such as EU funded regional projects, Safe and Fair and We Empower Asia, focusing on the elimination of violence against women and women’s economic empowerment respectively.   Funded by Global Affairs Canada and the Republic of Korea, UN Women Indonesia is managing “Empowering women for sustainable peace: preventing violence and promoting social cohesion in ASEAN” regional programme, aiming to advance and strengthen the WPS agenda in ASEAN, including preventing violence against women and promoting social cohesion in the region. The programme  is promoting women’s participation in conflict prevention, resolution and recovery, and  supporting ASEAN to become a knowledge hub on WPS and lead the advancement of the WPS agenda in the region.

Reporting to the Programme Associate ASEAN – WPS, the Programme Asssistant works with and provides support to the Indonesia Programme Analysts and other members of the  WPS Team based in Indonesia in the development and implementation of effective Indonesia Programme Portfolioconsistent with UN Women rules and regulations.  S/he contributes to supporting research, financial management, and programme implementation including providing necessary operational, logistic,  administrative and programmatic support, in support of the Indonesia Programme portfolio. The Programme Assistant works in close collaboration with the operations, programme and projects’ staff in the Country Office,  RO and UN Women HQs as required for resolving complex Programme, finance and administrative-related issues and exchange of information.

Duties and Responsibilities

Provide administrative and logistical support to the formulation and management of Indonesia CO WPS programmes

  • Arrange missions, travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
  • Maintain filing system ensuring safekeeping of confidential materials;
  • Prepare information for the audit of the programme and support implementation of audit recommendations; 
  • Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers;
  • Undertake all logistical, administrative and financial arrangements for the organization for online or offline events such as meetings, webinars, workshops, etc;
  • Ensure effective correspondences with Implementing Partners/ Responsible Parties and maintain effective follow-up system; and
  • Provide any support related to HR and the recruitment process of staff and consultants as required.

Provide administrative support to the financial management of the WPS Programme Unit

  • Provide administrative support to review and finalization of FACE forms;
  • Provide administrative support in the preparation documents for payment process for LTA, vendor, consultants, etc.; and
  • Create requisitions in Atlas for development projects; register good receipts in Atlas.

Facilitate knowledge building and knowledge sharing

  • 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;
  • File relevant documents  as per existing filing system including document documents,  program-related contracts, work plans, budgets, and proposals in UN Women Indonesia SharePoint folder and offline filling system;
  • Update list of partners/stakeholders of the Indonesia CO and WPS-ASEAN unit; and
  • Draft minutes in meetings, as delegated.

To undertake other tasks as may reasonably be required as informed by UN Women.

Key Performance Indicators:

  • Timely and accurate support to events, workshops, and missions;
  • Full compliance with administrative activities with UN Women rules, regulations, policies and procedures; and
  • Quality maintenance of internal systems.

Competencies

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Inclusive Collaboration

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
  • Strong financial and budgeting skills
  • Strong IT skills

Required Skills and Experience

Education and Certification:

  • Completion of secondary education required.
  • Bachelor’s degree in Business or Public Administration or other relevant field is an asset.

Experience:

  • At least 3 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 or other ERP system is an asset.
  • Experience in supporting a team.
  • Experience of working with UN WOMEN or other UN Agencies is an asset.

Language Requirements:

  • Fluency in English and national language is required.

 

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION. Click here to download the form: - http://bit.ly/P11system

UN 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. Female candidates are strongly encouraged to apply. All applications will be treated with the strictest confidence.

UN Indonesia reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UN Indonesia at the same grade level and with similar job description, experience and education requirements.