Programme Assistant - GS-5

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

1. Organization Context

UN Women is the UN organization dedicated to gender equality and the empowerment of women. A global champion for women and girls, UN Women was established to accelerate progress on meeting their needs worldwide. 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; fosters women’s empowerment and equality between women and men as partners and beneficiaries of development, human rights, humanitarian action, 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’s goal in Timor-Leste is to promote women’s human rights and gender equality as the country works towards sustaining and furthering achievements in stability and development. This includes efforts to ensure women’s right to live free from any form of violence, efforts to advance women’s economic empowerment and women’s leadership and participation in support of the Women, Peace and Security (WPS) Agenda, and advance international agreements and commitments related to gender equality and women’s empowerment, including through adequate planning and budgeting.

Under the overall guidance of the Head of Office and direct supervision of WPS & DRR Programme Officer, the Programme Assistant provides programme support services ensuring high quality, accuracy and consistency of work.

The Programme Assistant works in close collaboration with the operations, programme and project staff in the CO and UN Women Regional Office as required to exchange information and support programme delivery.

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of Key Functions:

1. Support to formulation of programme strategies and the Country Programme Action Plan
2. Support to management of the CO programme
3. Administrative support to the Programme Unit
4. Support to resource mobilization

5. Support to knowledge building and knowledge sharing

6. Supports formulation of programme strategies and the Programme Action Plans focusing on achievement of the following results:

• Collection, analysis and presentation of information for identification of areas for support and programme formulation/ implementation.
• Provision of inputs to development of background materials and other relevant reports and documentation

1. Provides effective support to management of the Country Programme focusing on the achievement of the following results:

• Creation of project in Quantum, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project.
• Presentation of information for audit of NEX project

• Provide inputs and assist in analysing budget gaps for the preparation of programme briefs.

  3. Provides administrative support to the Programme Unit focusing on achievement of the following results:

• Preparation of non-PO vouchers for development projects.

• Maintenance of the internal expenditures control system including timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Creation of requisitions in Quantum for development projects, register of goods receipt in Quantum
• Making budget check for requisitions, POs and vouchers
• Ensure logistics are properly undertaken pertaining to organisation/coordination of workshops, seminars, events and other activities; prepares relevant budgets and participants lists

• Preparation of minutes, drafting correspondence related to programme implementation, and provision of translation/interpretation as required.

  4. Supports resource mobilization focusing on achievement of the following results:

• In coordination with Programme Officer, review of contributions agreement & managing contributions in Quantum

• Provision of inputs to UN Women and donor reports, when needed

1. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participation in the trainings for the operations/projects staff on programme and other related areas
• Contributions to knowledge networks and communities of practice.

III. Impact of Results

Accurate data entry and financial information have an impact on the quality and implementation of the UN Women programme. A client-oriented and efficient approach impact on the image of UN Women in the country.

Competencies

IV. Competencies and Critical Success Factors

Corporate Competencies:

1. Demonstrates commitment to UN Women’s mission, vision and values.
2. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning

1. Shares knowledge and experience

2. Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

1. Ability to perform a variety of standard tasks related to Results Management, including screening and collecting of programme/ projects documentation, projects data entering, preparation of revisions, filing, provision of information
2. Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems
3. Good knowledge of Results Based Management

Leadership and Self-Management

1. Focuses on result for the client and responds positively to feedback
2. Consistently approaches work with energy and a positive, constructive attitude

Remains calm, in control and good humored even under pressure

Required Skills and Experience

Recruitment Qualifications

Education:

Secondary Education preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Law, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.

Experience:

• 5 years of relevant administrative or programme experience is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:

• Strong writing and communication skills in English
• Fluency in Tetum
• Knowledge of Portuguese or Bahasa Indonesia is an advantage