Duties And ResponsibilitiesFunctions: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;
- Provide technical guidance to the executing agencies on routine delivery and reporting of programme supported activities and finances;
- Prepare information for the audit of programmes/ projects and support implementation of audit recommendations;
- Review programme data from programmes/ projects for the ESARO website;
- Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers;
- Support Regional Coordinator in all aspects of partner agreement;
- Provide support to the coordination of the call/request for proposals, including the organization of technical review committees, and capacity assessment of partners;
- Support the review, coordinate and monitor the submission of implementing partner financial and narrative reports;
- Train partners on Results Based Management and monitor implementation.
Provide administrative support to the financial management of the Programme:
- Create projects in Quantum, 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 budget preparation and the finances of programmes/projects; including the finalization of FACE forms;
- Review financial reports; prepare non-PO vouchers for development projects;
- Process payment for consultants;
- Maintain internal expenditures control system;
- Create requisitions in Atlas for development projects; register good receipts in Atlas;
- Assist in the preparation and follow up of cost-recovery bills in Atlas.
Provide administrative support to the Programme:
- Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
- Make travel arrangements for the Programme Team, including travel requisitions and claims;
- Prepare public information materials and briefing packets;
- Assemble briefing materials and prepare power-point and other presentations;
- Provide guidance and training to any junior staff as needed.
Provide administrative support to Resource Mobilization:
- Prepare cost-sharing and other agreements; follow up on contributions within the RO resource mobilization efforts;
- Organize, compile and process information from donors, ESARO programme team, as inputs to various databases and documents
Facilitate knowledge building and knowledge sharing:
- Develop background documents, briefs and presentations related to EVAW as requested;
- Provide substantive technical support to the Regional Coordinator in coordinating meetings, dialogues, advocacy spaces and strategic engagement of different stakeholders, particularly with civil society, women’s rights and feminist networks for the implementation of the programme;
- Provide logistical support and technical inputs for the coordination of events and participation in global and regional fora and advocacy spaces;
- Provide administrative support synthesis of lessons learnt and best practices related to programme management and finance;
- Provide administrative support to the organization of training for the office staff and partners on programme and operations related issues.
Key Performance Indicators:
- Timely and accurate support to events, workshops, and missions;
- Full compliance of administrative activities with UN Women rules, regulations, policies and procedures;
- Timely recording of overall programme unit finances;
- Timely and accurate tracking of data for CO management and donor purposes;
- Quality maintenance of internal systems.
CompetenciesCore Values:
- Respect for Diversity;
- Integrity;
- Professionalism.
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 Core Values and Competencies: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf
Functional Competencies
- Good knowledge of programme management;
- Ability to administer and execute administrative processes and transactions;
- Ability to create, edit and present information in clear and presentable formats;
- Ability to manage data, documents, correspondence and reports information and workflow;
- Strong financial and budgeting skills;
- Strong IT skills.
Required Skills And ExperienceEducation and certification:
- Completion of secondary education required.
- Bachelor’s degree in Business or Public Administration is an asset.
Experience:
- At least 6 years of progressively responsible experience in administration or programme management/support;
- Experience in working in a computer environment using multiple office software packages is required;
- Experience in the use of ERP systems, preferably Oracle cloud is desirable;
- Experience in supporting a team is required;
- Experience in supporting programming on ending violence against women or gender equality is desirable;
- Prior experience of supporting an EU-funded programme is desirable.
Language Requirements:
- Fluency in English is required;
- Knowledge of another UN official working language is desirable.
All applications must include (as an attachment) a completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/sites/default/files/2022-07/UN-Women-P11-Personal-History-Form-en.doc
