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.

As part of the UN system in Ukraine, UN Women supports national partners to implement their commitments to Women, Peace and Security Agenda (WPS), since 2015. UN Women has been providing technical assistance to develop, implement and monitor the first and the second National Action Plans for the implementation of UN SCR 1325 as well as other relevant international and national commitments related to the advancement of gender equality and women’s empowerment (GEWE) in Ukraine. In doing so, UN Women has partnered with and provided demand driven technical assistance to the key governmental institutions of the National Machinery for the Advancement at national, regional and local levels, and women’s CSOs and grassroots women, especially those affected by conflict and marginalized.

In 2020 the world commemorated the twentieth anniversary of the adoption of the landmark UNSCR 1325 on WPS, and Ukraine has adopted the second NAP 1325 covering the period 2021-2025. In April 2020, Ukraine also joined the UN Group of Friends of Women, Peace, and Security. The renewed country commitments to the advancement of gender equality and implementation of WPS agenda create a momentum to effectively address areas of WPS agenda, which require special attention. These, according to the UN Secretary General’s Report to the UN Security Council (2020) globally include  a) radical shift in women’s meaningful participation in decision-making and in all states of peace processes, b) unconditional defense of women’s rights as part of WPS agenda, c) greater investment in social infrastructure for human security d) increase investments in women’s organizations, and e) improve gender data for WPS.

Under the overall guidance and supervision of the Project Manager and in close collaboration witht the Project Specialist,  Project Assistant contributes to the effective management of UN Women WPS portfolio. The Project Assistant supports the implementation of WPS portfolio  by performing a variety of standard financial and administrative processes ensuring high quality and accuracy of work. S/he promotes a client friendly, timely, quality and results-oriented approach.

The Project Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.

Impact of results:

The key results have an impact on the efficiency of the WPS portfolio. Timely delivery of services and accurate presentation of information strengthens the capacity of the office and the visibility of UN Women.

Duties and Responsibilities

Summary of key functions:

1. Support financial and budgetary tasks of the WPS portfolio
2. Support implementation of operational strategies
3. Support implementation of HR Services
4. Provision of administrative and logistical support
5. Support to office maintenance and assets management
6. Support to knowledge building and knowledge sharing?

Support financial and budgetary tasks of the WPS portfolio

• Provision of inputs to the preparation and implementation of administrative team results-oriented work plans;
• Providing inputs for preparation of budget and provision of information for audit;
• Supports liquidation of partners financial reporting and timely transfers of advances to the Implementing / Responsible Parties of the WPS portfolio;
• Manage timely payments for the vendors.

Support implementation of operational strategies by:

• Full compliance of administrative activities with UN Women rules, regulations, policies and strategies;
• Provision of inputs to the WPS portfolio’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

Support implementation of HR Services by:

• Facilitation of HR services including personnel matters, attendance records, contracts extension/termination, vacancy announcement, compilations of matrixes, organizing interview panels etc. with full compliance with HR rules, regulations, policies and strategies;
• Maintainance of staffing lists and reports as required.

Ensure effective provision of administrative and logistical support by:

• Ensuring that travel arrangements and authorizations, passport and visa requests and extensions, flight bookings and related documentation to travel of WPS team are properly and timely processed;
• Providing administrative and logistical support to preparation of conferences and workshops;
• Participation in maintenance of WPS portfolio related data base and files; maintaining accurate electronic and paper filing, information and records systems ensuring safekeeping of confidential materials;
• Support Buyer in preparation of Purchase Orders (PO) by submitting full set of necessary supporting documents.

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 common premises and services, including related documentation;
• Acting as custodian for management of office stationery supplies including maintenance of stock list of stationery.

Support to knowledge building and knowledge sharing by:

• Provision of necessary administrative support for effective knowledge management and sharing within the WPS team;
• Conduction  of  trainings for the projects staff on administration where needed;
• Providing of sound contribution to knowledge networks and communities of practice.

Measurable outputs of the work assignment:

Timely and quality administrative services provided to WPS team and UN Women office.

PERFORMANCE INDICATORS FOR EVALUATION OF RESULTS:

• Quality of work;
• Relations with colleagues and ability to be an effective team player;
• Supportive attitude and partner friendly orientation towards WPS portfolio partners (including women led civil society organizations and national counterparts);
• Initiative;
• Technical Skills;
• Knowledge of required procedures;
• Pays attention to the details;
• 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

• Basic analytical skills;
• Results-Based Approach;
• Strong communication skills;
• Quality Assurance;
• Self-Management and emotional intelligence;
• Strong interpersonal skills and ability to work effectively with minimum supervision;
• Strong organizational and time management skills;
• Familiarity with UN/UNDP procedures and experience with Quantum would be an asset;
• Ability to identify system errors and proposes solutions.

Required Skills and Experience

UN Women Personal History Form (P11) must be completed and attached as part of the online application - https://view.officeapps.live.com/op/view.aspx?src=https%3A%2F%2Fwww.unwomen.org%2Fsites%2Fdefault%2Ffiles%2FHeadquarters%2FAttachments%2FSections%2FAbout%2520Us%2FEmployment%2FUN-Women-P11-Personal-History-Form.doc&wdOrigin=BROWSELINK

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If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check).