Background
UN Women, grounded in the vision of equality as 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.
The Programme Assistant works with and provides support to the members of the Programme Team in the development and implementation of effective programmes consistent with UN Women rules and regulations. S/he contributes to research, financial management, and programme implementation including providing necessary operational, administrative and programmatic support. The Programme Assistant works in close collaboration with the operations, programme and projects’ staff in the CO (Country Office), RO (Regional Office) and UN Women HQ as required for resolving complex finance-related issues and exchange of information.
Duties and Responsibilities
Support in the formulation of Programme Strategies:
- Collect and present background information for the preparation of effective application of RBM tools;
- Provide programme and administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
- Assemble briefing materials and prepare power-point and other presentations for the programme unit;
- Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.
Programme Management Support:
- Support the Programme Team in the implementation of the control mechanisms for development projects through monitoring of budget preparation and modifications;
- Create projects in Atlas, prepare required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project;
- Support the Programme Team in the financial management of Programmes;
- Provide guidance to the executing agencies on routine implementation of projects, tracking use of financial resources;
- Provide necessary information for the audit of programmes/projects and support implementation of audit recommendations;
- Organize, compile and process information from donors, Regional Office, and programme team, as inputs to various databases and documents;
- Support the Programme team in the tracking and reporting on mobilized resources.
Administrative and Financial Management Support to the Programme Unit:
- Review of Financial Reports; preparation of non-PO vouchers for development projects;
- Ensure maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Atlas;
- Take timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
- Create requisitions in Atlas for development projects registers of goods receipt in Atlas;
- Make budget check for requisitions, POs and vouchers;
- Prepare cost sharing, and trust fund agreements, follow up on contributions within the CO resource mobilization efforts;
- Assist in the preparation of cost-recovery bills in Atlas by elaboration and implementation of the income tracking system and follow up on cost recovery.
Facilitation of Knowledge Building and Knowledge Sharing:
- Support synthesis of lessons learnt and best practices related to programme management;
- Support synthesis of lessons learned and best practices in programme finance;
- Sound contributions to knowledge networks and communities of practice;
- Support organization of training for the office staff and partners on programme and operations related issues.
Competencies
Core Values/Guiding Principles:
- Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
- Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
- 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.
Core competencies:
- Demonstrate and safeguard ethics and integrity.
- Demonstrate corporate knowledge and sound judgment.
- Take charge of self-development and take initiative.
- Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.
- Facilitate and encourage open communication and strive for effective communication.
- Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.
- Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
- Encourage learning and sharing of knowledge.
- Demonstrate informed and transparent decision making.
Functional competencies:
- Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the Programme unitincluding logistical support;
- Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems;
- Creates, edits and presents information in clear and presentable formats, using appropriate IT functionality;
- Ability to organize and complete multiple tasks by establishing priorities;
- Ability to handle a large volume of work possibly under time constraints;
- Ability to establish, build and sustain effective relationships with clients, demonstrating understanding of client's perspective; anticipates client needs and addresses them promptly;
- Ability to administer and execute financial processes and transactions;
- Ability to manage data, documents, correspondence and reports information and workflow.
Required Skills and Experience
Education:
- Completion of post-secondary education required (Diploma in Management, Business, Public Administration or related field);
- University degree or equivalent in Business, Public Administration, social science, gender studies, etc, would be an asset.
Experience:
- A minimum of 6 years of programmatic / administrative experience preferably in a large or international corporation or organization;
- Experience in working in a computer environment using multiple office software packages, experience in ATLAS an advantage.
Language:
- Fluency in English and Portuguese is required.
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.
