UN WOMEN Jobs - 71247- Programme Associate (Gender and Protection in Huma

Programme Associate (Gender and Protection in Humanitarian Action / GPHA) (Open to Fijian Nationals ONLY)

Advertised on behalf of

UN WOMEN

Location :

Suva, FIJI

Type of Contract :

Service Contract

Starting Date :

01-May-2017

Application Deadline :

29-Mar-17 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

One (1) year

Languages Required :

English

Expected Duration of Assignment :

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

The United Nations Entity for Gender Equality and the Empowerment of Women (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.? UN Women provides support to Member States’ efforts and priorities in meeting their gender equality goals and for building effective partnerships with civil society and other relevant actors.

The UN Women Pacific Multi-Country Office is based in Suva, Fiji and works alongside the 19 other UN agencies (FAO, ILO, OHCHR, UNDP Fiji Multi-County Office, UNDP Pacific Centre, UNDP Samoa Multi-County Office, UNAIDS, UNDSS, UNEP, UNESCAP, UNESCO, UNFPA, UN-Habitat, UNICEF, UNISDR, UNOCHA, UNV, WHO, WMO) in the region and in 14 countries: Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Nauru, Niue, Palau, Republic of Marshall Islands, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu and Vanuatu.

The MCO has field presence in Kiribati, Nauru, Samoa, Solomon Islands and Vanuatu and program presence in Tonga. Each field presence is led by a national Country Programme Coordinator. ?UN Women, in partnership with Pacific Islands Governments, regional organizations, CSOs, donors and UN agencies, focuses on delivering within four interlinked programme areas:?

Ending Violence against Women (EVAW);
Improving Women’s Economic Empowerment (WEE);
Gender and Protection in Humanitarian Action;
Women’s Political Empowerment and Leadership.

Under the guidance and supervision of the Gender and Humanitarian Analyst and Operations Manager, the Programme Associate provides support to office operations and GPHA Programme performing a variety of standard administrative / logistical processes ensuring high quality and accuracy of work. The Programme Associate promotes a client, quality and results-oriented approach.

The Programme Associate works in close collaboration with the Operations, Programme and projects staff in the MCO, UN Women field office(s) and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:-

Implementation of operational strategies;
Support to effective and efficient functioning of the unit;
Support to administrative and logistical services;
Support to office maintenance and assets management;
Support to knowledge building and knowledge sharing.

Ensures implementation of operational strategies, focusing on achievement of the following results:-

Full compliance of administrative activities with UN/UN Women rules, regulations, policies and strategies;
Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Provision of inputs to preparation of administrative team results-oriented work-planss.

Supports procurement processes for CO, Programmes and Projects including requests from Field Offices focusing on achievement of the following results:-

Provision of inputs to preparation of procurement plans for the office;
Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit;
Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched;
Timely corrective actions on POs with budget check errors and other problems;
Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UN Women to other Field Offices.

Ensures effective and efficient functioning of the unit including administrative and logistical support, focusing on achievement of the following results:-

Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
Administrative support to conferences, workshops, retreats;
Translation of simple correspondences, when needed;
Organization of shipments, customs clearance arrangements with Ministry of Foreign Affairs, preparation of documents for UN Women shipments (received/sent).? Assist in preparation of all necessary documentation, implementation of follow-up actions;
Performance of a Buyer role in Atlas and preparation of POs for travel activities;
Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
Maintenance of the filing system ensuring safekeeping of confidential materials;
Extraction of data from various sources;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
Assistance in the preparation of budget, provision of information for audit;
Maintenance of the proper filing system for administrative/logistical records and documents.

Provides support to office maintenance and assets management, focusing on achievement of the following results:-

Maintenance of records on assets management, preparation of reports;
Maintenance of files and records relevant to office maintenance;
Provision of support to maintenance of common premises and common services;
Assist in the preparation of inventory reports; and
Assist in the Implementation of Inventory and physical verification check-up in the CO and projects.

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:-

Participation in the training for the operations/projects staff on administration;
Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UN Women as an effective contributor to the development of the country.

Competencies

Core Values and Guiding Principles

Integrity:-

Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism:-

Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity:-

Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Functional Competencies

Advocacy/Advancing A Policy-Oriented Agenda:-

Support the preparation of information for advocacy;
Identifies relevant information for advocacy for a variety of audiences.

Results-Based Programme Development and Management:-

Contributing to results through provision of information;
Provides information and documentation on specific stages of projects/programme implementation;
Provides background information to identify opportunities for project development and helps drafting proposals.

Building Strategic Partnerships:-

Maintaining information and databases;
Analyzes general information and selects materials in support of partnership building initiatives;
Maintains databases of donor information;
Tracks and reports on mobilized resources.

Innovation and Marketing New Approaches:-

Implementing processes and uses products;
Documents and tracks innovative strategies/best practices/new approaches;
Responds positively to new approaches.

Resource Mobilization (Field Duty Stations):-

Providing information for resource mobilization strategies;
Maintains information/databases on potential and actual donors;
Maintains database of project files;
Provides data and information needed for preparation of project documents.

Promoting Organizational Learning and Knowledge Sharing:-

Basic research and analysis;
Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise:-

Fundamental knowledge of processes, methods and procedures;
Understands the main processes and methods of work regarding to the position;
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
Demonstrates good knowledge of information technology and applies it in work assignments;
Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments.

Global Leadership and Advocacy for UN Women’s Goals:-

Research and analysis;
Identifies relevant information for advocacy for UN Women’s goals for a variety of audiences.

Client Orientation:-

Maintains effective client relationships;
Reports to internal and external clients in a timely and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Responds to client needs promptly.

Core Competencies:-

Demonstrating/safeguarding ethics and integrity;?
Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through strategies;
Managing conflict;
Responds positively to feedback;
Learning and sharing knowledge and encourage the learning of others.
Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making.

* UNDP Procurement Certification Programme.

Required Skills and Experience

Education:-

Secondary Education.?
Completed or Completing University Degree Certification in Business or Public Administration, Accounting and Finance desirable, but it is not a requirement.?

Experience:-

A minimum of 6 years of experience in administration or programme/project support service is required, preferably in a large or international corporation or organization at the regional or international level.??
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems, experience in atlas an advantage.
Previous experience working on gender equality will be considered an asset.

Language:-

Fluency in English is required. Working knowledge of another UN official language is an asset.