Programme Assistant (Open to PNG Nationals Only)

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 2018-2022 Strategic Note (SN) for UN Women PNG Country Office (PNG CO) builds on results achieved from previous programming cycles; contributes to priorities identified in UN Women’s Global Strategic Plan (2018-2021); is aligned to UN Development Assistance Framework (UNDAF 2018-2022); to Government of PNG’s Vision 2050’s (on Human Capital Development, Gender, Youth and People Empowerment); and to UN Agenda 2030 promise to “leave no one behind”. The SN supports localization of SDGs 1, 5, 10 11 and 16 and is focused on the following thematic priorities:

1. strengthening and implementation of a comprehensive and dynamic set of global norms, policies and standards on gender equality and the empowerment of all women and girls;
2. Women’s leadership, participation in and equal benefit from governance systems;
3. Women and girls live a life free from all forms of violence; and
4. Women and girls contribution to and greater influence in building sustainable peace and resilience, and equally benefitting from the prevention of natural disasters and conflicts and from humanitarian action.

Reporting to National 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 administrative, human resources and logistical assistance for 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;
• Manage programme files.

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 delegated;
• 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 (on SharePoint and physical); maintain mailing lists.
• Perform other administrative tasks as assigned by supervisor.

Provide Human Resources related support

• Provide support in preparing contracts for consultants and setting up vendors
• Provide support in preparing quarterly human resource plans for the programme
• Provide advice and assist in local recruitment in programmes/projects
• Maintain and update internal database and files for Consultants under Programme
• Assist programme team to adhere to HR compliance duties.
• Provide regular recruitment status reports

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.
• Organize trainings for the programme/projects staff on related topics
• Synthesize lessons learnt and best practices

Competencies

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 Country Office management and donor purposes;
• Quality maintenance of internal systems and files;
• Timely recruitment of consultants for programme delivery
• Quality and timely support to programme team.

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 Qualifications:

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

Experience:

• At least 5 years of progressively responsible experience in administrative, HR 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 written and spoken English as well as in local language (Tok-Pisin) is required
• Knowledge of the other UN official working language is an asset.