Women, Peace, and Security (WPS) Programme Assistant at UN Women

Job Description

Objectives of the assignment:

UN Women ESARO seeks to hire a WPS Programme Assistant to support members of the Programme Team in the development and implementation of effective programmes consistent with UN Women rules and regulations. The Programme Assistant provides programme, administrative, and logistical assistance to the team for the smooth programme implementation. to strengthen the effective delivery of UN Women ESARO’s Women, peace and Security programmes under the portfolio.

Description of Responsibilities /Scope of Work;

Assist in technical support to the formulation and management of WPS programmes

Participate to provide inputs to the annual workplan and budget as required.
Assist the team in the formulation and implementation of programme.
Support quarterly trends analysis: Political, Security, Social, and Economic Dynamics in Eastern and Southern Region, in collaboration with Country Office
Support to review and coordinate the submission of implementing partner financial and narrative reports.
Identify sources, 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 for the audit of programmes/ projects and support implementation of audit recommendations.
Provide administrative support to the WPS Programme Unit

Provide logistical, administrative, and financial support and arrangements for organization for meetings, workshops, events, and missions including travel arrangements for the strategic support unit
Make all logistical arrangements for organization of meetings, workshops, events, and missions.
Provide support for procurement; provide process guidance and support with preparation of documents.
Assemble briefing materials and prepare power-point and other presentations in collaboration with the WPS Programme team.
Organize and coordinate filing of documents and maintain mailing lists.
Perform any other communication, administrative and logistical duties as requested by the WPS Programme Officer.
Contribute to building partnerships and resource mobilization strategies

Participate to provide inputs to resource mobilization strategies.
Maintain 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 campaigns events, trainings, workshops and knowledge products.
Assist with updating communication platforms, including social media and the preparation of newsletters and media content.
Help the team in the organization of local and regional events under the WPS Projects, with a particular focus on communication and visibility.

Provide technical inputs to the financial management of the WPS Programme Unit

Assist with administrative support in monitoring and preparation of budget and the finances of programmes/projects.
Create requisitions in Quantum, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project
In collaboration with Finance Tracking programme/project implementation of RO and identify programmatic bottlenecks.
Consultant’s Workplace and Official Travel

This is an office-based consultancy.

Deliverables

Monthly report on:
Programme activities and their results
Programme expenditures
Communications of the programme
Quarterly Trends Analysis Reports (Q1, Q2, Q3 and Q4)
Timely management of procurement processes, HR, and finance process for effective programme delivery.
Efficient management and maintenance of agreements, letters, memos etc.
Timely organization of other WPS events, webinars, workshops, and missions/travel.
Quality communications, and reporting- RSM and Annual Reports.

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.
Please visit this link for more information on UN Women’s Values and Competencies Framework:

Functional Competencies:

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

Required Qualifications

Education and Certification:

Bachelor’s degree or equivalent in Business Administration, Gender Studies, Peace and Security, Economics, Development Studies, International Relations or related field.

Experience:

At least 2 years of relevant work experience in development programme/project analysis, implementation, coordination, reporting.
Experience on gender and/or WPS
Experience in country and/or region is required
Experience coordinating and liaising with government agencies, international donors and CSO partners is a strong asset;
Previous UN Women experience is a strong asset.
Experience in the use of computer applications, software packages such as Microsoft Office, PowerPoint, and web-based management systems; is required. 
Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.