Programme Assistant

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Application deadline 3 years ago: Wednesday 16 Dec 2020 at 23:59 UTC

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Contract

This is a GS-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about GS-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. UN Women also coordinates and promotes the UN system’s work in advancing gender equality, and in all deliberations and agreements linked to the 2030 Agenda. The entity works to position gender equality as fundamental to the Sustainable Development Goals, and a more inclusive world.

UN Women, as part of the United Nations in Timor-Leste, contributes to the Government’s efforts to advance gender equality and the empowerment of women, as outlined in its Strategic Development Plan 2011-2030, its Sustainable Development Goals Roadmap, and in support of its international human rights and gender equality obligations. Within the framework of the United Nations Sustainable Development Cooperation Framework (2021-2025), UN Women’s programming in Timor-Leste focuses on Women’s Economic Empowerment, Ending Violence against Women and Girls (EVAWG), advancing the Women, Peace and Security (WPS) agenda and supporting implementation of Normative commitments (e.g. CEDAW, Beijing Platform for Action, SDGs), mainstreaming gender across areas to achieve these results. In support of its coordination mandate, UN Women Country Office Co-Chairs the UN Inter-agency Governance Results Group (with UNDP), Co-Chairs Gender Theme Group and the Co-Chairs the Multi-stakeholder Gender Coordination Group with the State Secretariat for Equality and Inclusion.

To address the global challenges of VAWG, the UN Family (through UN Women, UNDP, UNFPA and IOM) are collaborating with KOICA and the Government of Timor-Leste to support efforts to end violence against women and girls. Through the Joint UN Project Together for Equality: Preventing and Responding to Gender-Based Violence in Timor-Leste (2020-2024), the United Nations has a goal for women and girls in Timor-Leste to be empowered to enjoy their right to live free of sexual harassment and other forms of violence in public and private spaces and to access quality essential services, in line with the SDGs. As part of its efforts to prevent violence before it begins, interventions addressing WEE and EVAWG will be an important part of the programme.

Reporting to the Programme Analyst for EVAW and Safe Public Spaces, the Programme Assistant works with and provides support to UN Women’s WEE and Together For Equality Teams 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. Considering UN Women’s role as Administrative Agent and Convening Agent of the Joint UN Project, the Programme Assistant will collaborate with sister UN agencies in the Joint UN Project Team and with other UN agencies working on EVAWG and WEE. The Analyst works in close collaboration with the programme and operations team, and supports the Country Office partnerships with Government officials, multi and bi-lateral donors and civil society ensuring successful UN Women programme implementation under the WEE and Joint UN Together For Equality portfolio.

Duties and Responsibilities

  • Provide administrative and logistical support to the formulation and management of programmes
  1. Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements, including tracking the delivery of funds;
  2. Provide administrative support to the executing agencies / responsible parties on routine delivery and reporting of programme supported activities and finances;
  3. Provide administrative support for the audit of programmes/ projects and support implementation of audit recommendations;
  4. 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
  1. 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;
  2. Provide administrative support in monitoring and preparation of budget and the finances of programmes/projects, and in the preparation of FACE forms;
  3. Prepare non-PO vouchers for development projects;
  4. Process payment for consultants, as deleaged;
  5. Create requisitions in Atlas for development projects; register good receipts in Atlas.
  • Provide administrative support to the Programme Unit
  1. Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
  2. Make travel arrangements for the Programme Team, including travel requisitions and claims;
  3. Draft minutes in meetings, as delegated;
  4. Assemble briefing materials and prepare power-point and other presentations, in collaboration with the Programme team;
  5. Organize and coordinate filing of documents; maintain mailing lists.
  • Provide administrative support to resource mobilization
  1. 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
  1. 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 Timor-Leste Country Office management and donor purposes;
  • Quality maintenance of internal systems and files;
  • Quality and timely support to programme team.

Competencies

Core Values:

  • Respect for Diversity
  • Awareness and Sensitivity Regarding Gender Issues
  • 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 and Tetum is required;
  • Knowledge of the other UN official working language is an asset.
Added 3 years ago - Updated 3 years ago - Source: jobs.undp.org