Programme Assistant

Volunteering Admin Finance & Economy Programme & Policy

Overview

Provide effective administrative and logistical support to the UN Women Programme Team.

You have:

• At least 3 years of progressively responsible experience in administrative or programme management/support is required.
• 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 civil society organizations and understanding of civil society landscape is an asset.
• Proved knowledge of gender equality, women’s empowerment, and sustainable development is an asset.
• Previous experience in the United Nations is an asset.
• Excellent oral and written skills; excellent drafting, formulation, reporting skills.
• Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel.
• Solid overall computer literacy, including proficiency in various Microsoft Office applications (Excel, Word, among others) and internet.
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines.
• Have affinity with or interest in gender equality, volunteerism as a mechanism for durable development, and the UN system.

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

The UN Women Regional Office for Europe and Central Asia (ECA) was established in Istanbul, Türkiye, at the beginning of 2014 as part of UN Women’s new regional architecture. The Regional Office covers twelve countries: Albania, Bosnia and Herzegovina, Georgia, Kazakhstan, Kyrgyzstan, Kosovo (under the context of United Nations 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 provides 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 the Europe and Central Asia Regional Office (ECARO) Head of the Programme Support and Management Unit, the Programme Assistant works with and supports the members of the Programme Team in the development and implementation of effective programmes consistent with UN Women’s rules and regulations. The Programme Assistant provides programme, administrative, and logistical assistance to the team for smooth programme implementation, including the European Commission (EC)-funded programme “European Union for Gender Equality – Women's Economic Empowerment and Ending Violence against Women in the Western Balkans” (EU4Gender Equality / Instrument for Pre-Accession Assistance III 2024/459-852).

Under the direct supervision of the ECA Regional Office Head of Programme Support and Management Unit (PSMU), the national UN Volunteer will undertake the following tasks: Summary of Key Functions: 1. Provide administrative and logistical support to the formulation and management of programmes 2. Provide administrative support to the financial management of the Programme Unit 3. Provide administrative support to the Programme Unit 4. Stakeholder engagement and communication 5. Research and analysis 6. Facilitation of knowledge building and knowledge sharing

1. Provide Administrative and Logistical Support to Programme Formulation and Management: • Provide administrative support in the preparation of programme and project work plans, budgets, and proposals related to programme implementation arrangements, including tracking the disbursement and utilization of funds. • Support the Programme Team with routine delivery and reporting on programme and project activities and finances. • Assist in planning, organizing, and executing project activities, ensuring adherence to established timelines, milestones, and objectives. • Maintain comprehensive and up-to-date project documentation, including reports, proposals, presentations, and progress updates. • Coordinate meetings, workshops, and consultations with stakeholders by preparing agendas, taking minutes, and documenting key outcomes.
2. Provide Administrative Support to the Financial Management of the Programme Unit: • Create and manage projects in the Quantum Enterprise Resource Planning (ERP) system, prepare budget revisions, revise project awards and status, identify unutilized funds, and support the operational and financial closure of projects. • Provide administrative assistance in monitoring programme and project budgets and finances, including preparing Funding Authorization and Certificate of Expenditure (FACE) forms. • Prepare non–purchase order (non-PO) vouchers for development projects. • Process payments for consultants, as delegated. • Create requisitions and register goods receipts in the Quantum ERP system for development projects.
3. Provide General Administrative Support to the Programme Unit: • Undertake all logistical, administrative, and financial arrangements for the organization of meetings, workshops, events, and official missions. • Arrange official travel for the Programme Team, including preparing travel requisitions and claims as required. • Draft minutes of meetings, as assigned. • Compile briefing materials and prepare PowerPoint and other presentations in collaboration with the Programme Team. • Organize and maintain the filing system for documents and records; manage distribution lists and contact databases.
4. Stakeholder Engagement and Communication: • Serve as a liaison between the project team and stakeholders to ensure smooth communication and alignment. • Collaborate with internal and external partners to ensure that project activities are consistent with organizational objectives. • Prepare detailed reports, presentations, and summaries to communicate project progress, results, and achievements. • Record and follow up on meeting outcomes, decisions, and action points to ensure accountability and progress toward project goals.
5. Research and Analysis: • Support research and data collection activities to inform programme planning and implementation. • Analyze trends and provide evidence-based insights to enhance strategies and optimize implementation approaches.
6. Facilitation of Knowledge Building and Knowledge Sharing: • Provide administrative support in organizing training sessions and capacity-building activities for staff and partners on programme and operational matters. • Contribute to the documentation and dissemination of lessons learned, best practices, and innovative approaches across projects.
7. Other Duties: • Perform any other tasks within the functional scope of the position, as required, to ensure the effective and efficient functioning of the Office and the Organization.

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: • Analyzing; • Learning & Researching; • Planning and organizing; • Following Instructions and Procedures

• At least 3 years of progressively responsible experience in administrative or programme management/support is required. • 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 civil society organizations and understanding of civil society landscape is an asset. • Proved knowledge of gender equality, women’s empowerment, and sustainable development is an asset. • Previous experience in the United Nations is an asset. • Experience in supporting teams in complex environments is an asset. • Excellent oral and written skills; excellent drafting, formulation, reporting skills; • Accuracy and professionalism in document production and editing; • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development; • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel; • Solid overall computer literacy, including proficiency in various Microsoft Office applications (Excel, Word, among others), email, and internet; familiarity with database management; and office technology equipment; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; • Sound security awareness; • Have affinity with or interest in gender equality, volunteerism as a mechanism for durable development, and the UN system.

This is a volunteer assignment, not employment. By sharing your time, energy, and talents, you can support communities in need and become part of something greater than yourself — a global movement for peace, development, and humanitarian aid. Volunteering strengthens trust, solidarity, and reciprocity among citizens, and it can promote a sense of belonging and purpose.

The UN Volunteer will be based in Istanbul and is responsible for arranging her/his own housing and other living essentials. The office is located in Şişli area, and this is an office-based assignment.

The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos. You can check full entitlements at the duty station at https://app.unv.org/calculator.

Summary of National UN Volunteer (National Specialist) Entitlements: Paid in Local Currency • Current Monthly Living Allowance (MLA) is USD 1,614 (Paid in Turkish Lira) • Private insurance: Health, dental, life, and dismemberment coverage by CIGNA As per the UN’s diplomatic mission status, it is not included in the National Security Institution’s (SGK) system, but can only be initiated on a private basis by UN Volunteers. • Entry allowance (one-time payment): USD 400 (Paid in Turkish Lira) • Exit allowance: USD 134 per month and upon the satisfactory completion of assignment (Paid in Turkish Lira) • Annual leave: 2.5 days accrued per calendar month • Free access to different learning platforms and UN & UNV network

Notes: 1) The allowances are in no way to be understood as a salary, compensation, or reward in exchange for the volunteer work. The full entitlements at the duty station: https://app.unv.org/calculator.

The purpose of the allowances and entitlements paid to UN Volunteers is to enable UN Volunteers to sustain a secure standard of living at the duty stations in line with United Nations standards without incurring personal costs. Contingent on specific eligibility criteria, location of the volunteer assignment, and contractual type and category, the payment of allowances will begin from the date of Commencement of Service. The allowances are in no way to be understood as salary, compensation, or reward in exchange for the UN Volunteer’s service. For more information on entitlements, please read the Condition of Service (https://explore.unv.org/cos).

2) It's important to note that UNV assignments are volunteer assignments, not employment.

3) UNWOMEN ECARO offers reasonable accommodation for UN Volunteers with disabilities. This may include, for example, accessible software and accessible office tools. We encourage you to disclose your disability during your application in case you need reasonable accommodation during the recruitment process and afterwards in your assignment.

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Potential interview questions

Added 7 months ago - Updated 6 months ago - Source: unv.org