Programme Assistant

Contract

This is a SB-3 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-3 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.

The MCO Caribbean 2022 -2025 programme builds on the works of the 2017-2021 Strategic Note with a focus on the Normative Framework (Proposed Outcome 1), Women’s Economic Empowerment (Proposed Outcomes 2 and 3), Ending Violence against Women and Girls (Proposed Outcome 4) and Climate Change and Disaster Risk Resilience (Proposed Outcome 5). All the Outcomes like the SDGs are interconnected and interrelated. The MCO will focus on Governance and Participation in Public Life across all Outcome Areas and Peace and Security within the context of Outcomes 4 and 5. The programme will be implemented both at the regional and multi-country level.

Reporting to The Planning and Coordination Specialist (T&T), 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. The Programme Assistant provides programme, administrative, and logistical assistance to the team for the smooth programme implementation.

Duties and Responsibilities

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;
• Provide administrative support to the executing agencies / responsible parties on routine delivery and reporting of programme supported activities and finances;
• Provide administrative support for the audit of programmes/ projects and support implementation of audit recommendations;
• 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 administrative support to the financial management of the Programme Unit

• 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 programmes/projects, and in the preparation of FACE forms;
• Prepare non-PO vouchers for development projects;
• Process payment for consultants, as deleaged;
• Create requisitions in Atlas for development projects; register good receipts in Atlas.

Provide administrative support to the Programme Unit

• 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;
• 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 administrative support to resource mobilization

• Organize, compile, and process documentation and information from donors, and programme team as inputs to various databases and documents.

Facilitation of knowledge building and knowledge sharing

• 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 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 MCO management and donor purposes;
• Quality maintenance of internal systems and files;
• Quality and timely support to programme team.

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

Required Skills and Experience

Education and certification

• Completion of secondary education required.
• Bachelor’s degree in Business or Public Administration is an asset.

Experience

• At least 5 years of progressively responsible experience in administrative or programme management/support;
• Experience in working in a computer environment 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 is required;
• Knowledge of the other UN official working language, especially Spanish, is an asset.

Applications:

• This position is subject to service contract conditions for Trinidad and Tobago. The successful candidate needs to be located in Trinidad and Tobago for the duration of the contract.
• All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment; Please group all documents into one (1) single PDF document as the system only allows one document to be uploaded.

Note:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)