Programme Assistant

Contract

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

UN Women Regional Office for the Europe and Central Asia (ECA) region was established in Istanbul, Turkey, at the beginning of 2014 as a part of the UN Women’s new regional architecture. The ECA Regional Office covers 12 countries (Albania, Bosnia and Herzegovina, Georgia, Kazakhstan, Kyrgyzstan, Kosovo (in the context of UN Security Council Resolution 1244 (1999), Moldova, North Macedonia, Serbia, Tajikistan, Türkiye, and Ukraine). Based on UN legislative mandates and the UN Women Strategic Plan, the Regional Office for ECA is tasked with providing strategic programme development, policy/ technical advisory services and quality assurance support to field offices and regional/sub-regional programmes. It undertakes or coordinates regional research and data analysis; and advises on norms, policies and strategies for achieving the internationally and regionally agreed goals related to gender equality and women’s empowerment issues. It acts as a knowledge hub at the regional level, collecting evidence on progress and emerging issues and sharing knowledge on innovative approaches and lessons learned in implementation.

Reporting to ECARO Programme Specialist, 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 programmatic, administrative, and logistical assistance to the team for the smooth programme implementation.

Duties and Responsibilities

1. Provide administrative and logistical support to the formulation and management of programmes

• Provide administrative support in the preparation of programme/project work plans, budgets, and proposals on programme/project implementation arrangements, including tracking the delivery of funds;
• Provide administrative support to the executing agencies/responsible parties on routine delivery and reporting of programme/project 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.

2. Provide administrative support to the financial management of the Programme Unit

• Create projects in Quantum system, 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 delegated;
• Create requisitions in Quantum system for development projects; register good receipts in Quantum system.

3. Provide administrative support to the Programme Unit

• Undertake all logistical, administrative and financial arrangements for the organization of 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 online filing of documents; maintain mailing lists.

4. 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.

5. 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.

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/project 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 ERP systems, preferably Oracle Cloud, is desirable;
• Experience in supporting a team is an asset.

Language Requirements:

• Fluency in English and Turkish is required;
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc. Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

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, colour, 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.)