Administrative/Finance Assistant

Contract

This is a SC-5 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SC-5 contracts.

Background

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.

As part of UN Women’s ongoing regional programme “Enhancing Women’s Leadership for Sustainable Peace in Fragile Contexts in the Middle East and North Africa (MENA)” with the Peace and Security section and the Regional Office for Arab States, an Afghanistan-related component was added to phase II in 2021 following the Taliban takeover of Kabul on 15 August. With this expansion, UN Women launched a series of targeted initiatives to support the continued and increased participation of Afghan women and women- led organizations in political and peace and security dialogues and processes. Under the overall implementation of HQ, this additional support to Afghanistan-focused activities is being implemented in coordination with UN Women’s Regional Office for Europe and Central Asia (ECARO) and the Regional Office for Asia and Pacific (ROAP).

The purpose of the Phase II of the project is to support the needs of Afghan Women Human Rights Defenders (WHRDs) and Women Peacebuilders (WPBs), women leaders and women-led organizations essentially in the diaspora and where possible in-country to protect the progress on gender equality and to ensure that women’s rights leaders have a voice in shaping any future governance configuration in the country.

The two objectives of phase II of the project, that UN Women ECARO is co-implementing, are: 1) strengthen capacity and technical expertise through strategic and needs-based advice and learning for peace process actors (component 2); and 2) enhance dialogue and partnerships for strategic action between UN Women and global, regional and national policy institutions and actors, alongside targeted support in linking track II to track I actors for increased inclusivity (component 3).

UN Women Country Office in Kyrgyzstan provides technical and substantive support in the implementation of planned activities in Kyrgyzstan, Tajikistan and Turkey. For providing administrative/finance support and ensuring high quality of work, including accurate, timely and properly recorded/documented service delivery, UN Women CO in Kyrgyzstan hire the Administrative/Finance Assistant, who will work under direct supervision of the UN Women Kyrgyzstan CO Coordinator in the Southern region and guidance of the Project Implementation team.

Duties and Responsibilities

Provide administrative and logistical support to the implementation of activities

• Provide administrative support in the preparation of the work plans, budgets, including tracking the delivery of funds;
• Provide administrative support to the contractors on routine delivery and reporting of activities and finances;
• Undertake 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;
• Organize and coordinate filing of documents; maintain mailing lists; and calendars including scheduling of meetings.
• 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.
• Preparation of routine correspondence in collaboration with the Programme team.

Provide administrative support to the financial management

• Create requisitions in Atlas for development projects; register good receipts in Atlas;
• Create projects in Atlas, 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 the project and in the preparation of FACE forms;
• Process payment for consultants, as delegated;
• Provision of information for reports on financial status, procedures, exchange rates, costs and expenditures and potential funding problems.
• Assistance in proper control of the supporting documents for payments and financial reports for the project; payment execution and monitoring payment status.
• Processing of financial documentation (vouchers, supporting documents, etc.) and maintaining internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, monthly payment orders (MPOs) and other entitlements are duly processed.

Facilitate the process of documenting of knowledge

• Assemble briefing materials and prepare power-point and other presentations, in collaboration with the project team;
• Support documenting of project activities including draft minutes in meetings, as delegated;
• Organize, compile, and process documentation and information from project team as inputs to various databases and documents.
• Support development of communication materials including proof-reading in collaboration with communication specialists as requested.
• Performance of other duties as and when required

Competencies

Core 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

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;
• Good financial and budgeting skills;

• Good IT skills.

  Key Performance Indicators:

• Timely and accurate administrative and logistical support to events, workshops, and missions;

• Full compliance of administrative activities with UN Women rules, regulations, policies and procedures;
• Timely and accurate tracking of data for CO/RO management and donor purposes;
• Quality maintenance of internal systems and files;
• Quality and timely support to programme team.

Required Skills and Experience

Education and certification:

• Bachelor’s degree in Business or Public Administration or related fields is an asset.

Experience:

• At least 5 years of progressively responsible experience in administrative or programme management/support;

• Experience in using multiple office software packages;

• Experience in the use of ATLAS is an asset;

• Experience in supporting a team is an asset.

Language Requirements:

• Fluency in English and Russian is required;

• Knowledge of the other UN official working language is an asset.

Attention:

All online applications must include (as an attachment) the completed Personal History form (P-11) which can be downloaded from http://www.unwomen.org/en/about-us/employment.

Kindly note that the system will only allow one attachment. Applications without the completed P-11 form will be treated as incomplete and will not be considered for further assessment.