Programme Associate (local) - Islamabad

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

Job Code Title: Programme Associate – Islamabad

Pre-classified Grade: SB 3 Step 2

Supervisor: Programme and Budget Analyst

Duty Station: Islamabad

Under the overall guidance of Country Representative and direct supervision of Programme and Budget Analyst, the Programme Associate provides support and management in execution of services in the Country Office (CO) ProgrammeUnit, supports the design, planning and management of projects by managing data and facilitating programme implementation. The Programme Associate promotes a partner-oriented approach, consistent with UN Women rules and regulations.

The Programme Associate works in close collaboration with the Operations Unit, Communications Team, and other programme teams in the CO, Provincial sub-offices for ensuring smooth implementation of the project activities, managing information and data collection and sharing, and resolving complex programme-related issues under the guidance of Programme and Budget Analyst.

Duties and Responsibilities

Summary of Key Functions:

• Provides effective support to programme management of the programme Unit
• Provides administrative & Logistics support to the programme Unit
• Ensures facilitation of knowledge building and knowledge sharing in the CO

1. Provides effective support to programme management of the Unit focusing on the achievement of the following results:

1. Communicate and coordinate with UN Women Provincial Offices for smooth project implementation, monitoring and reporting and expedite requests to the Country Office.
2. Assist the programme team in reviewing and preparing documentation for the procurement of goods and services, and support contract tracking.
3. Prepare and compile information, such as meeting notes, notes to file, and notes for record regarding project activities.
4. Maintain an up-to-date database of relevant stakeholders including government departments, CSOs, donors and UN agencies working on VAW, Governance and Human Rights. Support communications with partners on project activities.
5. Maintain Mission and Leave plans for team members.
6. Draft non-substantive correspondence.
7. Support Portfolio Managers and Programme Officers in setting up and preparing for coordination/ meetings with UN, government and other partners
8. Undertake regular analysis of the situation in programme, identification of operational and administrative problems, development of solutions.

2. Provides administrative & logistics support to the Programme Units focusing on achievement of the following results:

1. Provide administrative and logistic support to the team in the organization of events, meetings, consultations, workshops, etc.
2. Create requisitions in Atlas for Programme Unit and assist provincial sub-offices to make arrangements and prepare documentation for missions/ meetings/ events/ consultations.
3. Make travel arrangements and liaise with the programme team and event participants, including preparation of travel authorizations, requisitions and claims with all supporting documentation.
4. Liaise with Operations Team internally, as well as external vendors/ service providers as needed to ensure that procurement processes are completed smoothly and efficiently.

5. Create and maintain files of correspondence/ documents and electronically received information and ensure up-to-date filing. Maintain both hard copies and electronic copies of the office records and reference files on various subjects.

6. Support the supervisor in achieving the targets against project workplans.

3. Ensures facilitation of knowledge building and knowledge sharing for the programme Unit focusing on achievement of the following results:

1. Identify sources and compile data and information for the preparation of documents, guidelines, and other material as required. Contribute to briefing materials, meeting notes, notes for file, PowerPoint presentations and other documents for the programme team and keep all papers ready for meetings.
2. Support the development of the Unit’s knowledge products, including review, editing/ proofreading, translating and design for printing. Coordinate with vendors/ consultants engaged.
3. Contribute to preparation of internal and external reports, as per requirements.
4. Assist in creating requisitions and liaise with vendors for the designing and printing of programme briefs, reports, publications, materials for meeting/ events, IEC material, etc.
5. Support the sharing and dissemination of knowledge products with UN Women team and external stakeholders and partners.
6. Document lessons learnt and best practices from past experience and comparative initiatives; incorporate learnings into the ongoing work and suggest ways to improve the processes of the Programme Unit based on this review.
7. Perform any other duties assigned by the supervisor.

CONFIDENTIALITY:

1. Responsible for always keeping official documents/ correspondence confidential and safe.
2. Share official information with partners and related stakeholders only with approval of Supervisor/ Deputy Representative
3. Ensure adherence to confidentiality protocols.

Competencies

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

Programme Development, Management and Monitoring

1. Understanding of project cycle management, including monitoring and evaluation.
2. Effective communication skills for partnership management

Development and Operational Effectiveness

1. Ability to perform a variety of specialized tasks related to Programme Management, including design, planning, implementation and reporting of programme
2. Good knowledge of Results Based Management
3. Ability to support in reporting, for a variety of audiences/ partners

Leadership and Self-Management

1. Focuses on results and responds positively to feedback

2. Consistently approaches work with energy and a positive, constructive attitude

3. Remains calm and in control even under pressure

4. Demonstrates openness to change and ability to manage complexities

DESIRED QUALITIES

1. Good communication and presentation skills
2. Excellent Teamwork
3. Understanding and capacity to integrate and implement gender and interfaith approaches in the work
4. Highly motivated to work with grassroots organizations with cross cultural and interfaith sensitivity
5. Ready to travel to remote areas for extended periods as well as travel domestically or internationally upon short notice
6. Dedication to work with the marginalized population and people who seek justice

Required Skills and Experience

Education:

Bachelor’s Degree in social sciences, Gender/ Women’s Studies, Law or Development Studies.

Experience:

6 years of progressively responsible administrative or programme experience is required at the national or international level.

Experience in the use of computers and office software packages (MS Word, Excel, PowerPoint, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web-based management systems.

Language Requirement:

Fluency in the English and Urdu is required.

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. HEC Attested degrees are a prerequisite for employment at UN. During the recruitment process candidates may be required to present HEC attested degrees. Foreign Qualified Candidates: Foreign degree holders shall be required to (i) Present a verification/certification letter from the university verifying the degree & student enrollment, or (ii) Foreign degree Equivalence Letter from HEC. 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, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. **AccessibilityAccessibility***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.)* If you are experiencing difficulties with online job applications, please contact the eRecruit Helpdesk.