Programme Assistant at UN Women

Job Description

Key Functions and Accountabilities

Provide administrative and logistical support to the formulation and management of programmes

Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements, including tracking the delivery of funds;
Support to review and coordinate the submission of implementing partner financial and narrative reports;
Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers, in collaboration with the Programme team;
Provide support in review of workplan quarterly reports, procurement plans for tracking implementation.
Provide administrative support to the financial management of the Programme Unit:

Create projects in Quantum system, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project;
Provide administrative support in monitoring and preparation of budget and the finances of programmes/projects, and in the preparation of FACE forms;
Prepare non-PO vouchers for development projects;
Process payment for consultants, as delegated;
Create requisitions in Quantum system for development projects; register good receipts in Quantum system;
Assist with administrative support in monitoring and preparation of budget and the finances of programmes/projects.
Provide administrative support to the WEE Unit:

Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
Make all logistical arrangements for organization of meetings, workshops, events, and missions;
Draft minutes in meetings, as delegated;
Assemble briefing materials and prepare power-point and other presentations, in collaboration with the Programme team;
Organize and coordinate filing of documents; maintain mailing lists.
Provide support to resource mobilization:

Organize, compile, and process documentation on WEE Unit’s resource mobilization efforts and provide inputs to various documents.
Maintain donor information and databases.
Provide inputs to relevant documentation such as project summaries, conference papers, briefing notes, speeches, and donor profiles
Provide inputs to advocacy, knowledge building/sharing and communication efforts

Support the organization of advocacy activities and WEE days commemoration events, trainings, workshops and knowledge products.
Assist with drafting communications assets, including web articles, social media content and input for newsletters
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies :

Core Values:

Integrity;
Professionalism;
Respect for Diversity.

Core Competencies:

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

Functional Competencies:

Knowledge of programme management;
Ability to create, edit and present information in clear and presentable formats;
Ability to manage data, documents, correspondence and reports information and workflow;
Ability to administer and execute administrative processes and transactions;
Good financial and budgeting skills;
Excellent IT skills.

Recruitment Qualifications

Education and Certification:

Completion of secondary education is required.
Bachelor’s degree in economics, sustainable development, international cooperation, gender studies, climate change, environmental policy, administration, public policy or a related field is an asset.

Experience

At least 5 years of progressively responsible experience in administrative or programme management/support is required;
Knowledge and experience in the women’s economic empowerment is an added advantage;
Experience in working in a computer environment using multiple Microsoft office software packages is required;
Experience in the use of ERP systems, preferably Oracle Cloud, is desirable;
Experience in supporting a team is desirable.