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 Fiji Multi Country Office (MCO) covers 14 Pacific countries, with field offices/presence in 6 countries, and six ‘focus countries’ (Fiji, Vanuatu, Solomon Islands, Kiribati, Tonga and Samoa). Each field presence is led by a national Country Programme Coordinator with a Programme Officer in Tonga. UN Women, in partnership with Pacific Islands Governments, regional organizations, CSOs, donors and UN agencies, focuses on delivering within four interlinked programme areas:

• Women’s Political Empowerment and Leadership (WPEL)
• Women’s Economic Empowerment (WEE)
• Ending Violence Against Women and Girls (EVAWG)
• Gender and Protection in Humanitarian Action (GPiHA) and Disaster Risk Reduction

UN Women MCO is implementing the Women’s Resilience to Disasters (WRD) Programme in the Pacific. Disaster risks converge with critical socio-economic vulnerabilities, environmental degradation and climate change making the Pacific a disaster hotspot.  Disasters and climate change are widening inequalities and undermining poverty reduction in the region.  Threats such as COVID-19 are further exacerbating the inequalities and hardships faced by women and girls including those with disabilities.  Women and girls face greater vulnerability and exposure to disasters, yet women remain largely ignored and their capacities unleveraged in conventional resilience building processes. As a result, women are generally absent in the development of resilience strategies and decision-making processes for prevention, preparedness, and recovery. This is compounded by significant gaps at the global, regional and country level in relation to the availability and use of sex, age and disability disaggregated data (SADDD), knowledge sharing on women’s resilience; an enabling environment for building women’s resilience (including capacities, leadership and funding); translation of commitments into action; coordination and private sector partnership; and a need for transformative change to tackle the underlying drivers of disproportionate risk.

UN Women’s WRD programme proposes a comprehensive package for building women’s resilience to disasters, climate change and threats.  The aim of the WRD Programme is to render women’s and girls’ lives and livelihoods disaster-resilient, contributing to sustainable and secure communities, by promoting gender responsive prevention, preparedness, and recovery systems, plans and tools; and by enabling targeted action to help women and girls withstand hazards and threats, recover fully from disasters, and increase their resilience to future risks.

Under the supervision of the Gender and Resilience Program Analyst, overall guidance of the Gender and Resilience Programme Specialist and in close coordination with UN Women Fiji MCO Operations unit, the Consultant will have responsibilities for aiding with the daily implementation of the program and financial administration.

Description of Responsibilities / Scope of Work

The Consultant’s tasks and responsibilities will include:

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;
• Prepare information for the audit of programmes/ projects and support implementation of audit recommendations;
• Review programme data from programmes/ projects for the MCO website as required;
• Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches
• and position papers.

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 budget preparation and the finances of programmes/projects; including the finalization of FACE forms;
• Review financial reports; prepare non-PO vouchers for development projects;
• Process payment requests for various type of services under the programme;
• Maintain internal expenditures control system;
• Create requisitions in Quantum system for development projects; register good receipts in Quantum system;

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; ·
• Assemble briefing materials and prepare power-point and other presentations;
• Prepare cost-sharing and other agreements; follow up on contributions within the MCO resource mobilization efforts;
• Organize, compile and process information from donors, RO/MCO, and programme team, as inputs to various databases and documents.

Facilitate knowledge building and knowledge sharing: ·

• Provide administrative support synthesis of lessons learnt and best practices related to programme management and finance;
• Provide administrative support to the organization of training for the office staff and partners on programme and operations related issues.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Institutional Arrangement

The selected consultant will report to and work under the direct supervision of the Programme Analyst, a UN Women staff member.

Duration of the Work 

The duration of this assignment will be for 7 months work assignment with a possible start date from 1 December 2024 until 30 June 2025.

Duty Station

The Contractor’s duty station will be in Suva for the contract duration, with some travel required outside the duty station. The assignment requires full-time presence on UN Women premises, due to the work required under the Unit.

Travel

Some travel may be required for the implementation of the current assignment which will need to have prior approval from UN Women MCO.

Financial Arrangements 

Payments will be disbursed to the consultant on a monthly basis , upon submission and approval of monthly reports, including the progress on the scope of the consultancy outlined in Section “Description of Responsibilities” above, timesheets with actual days worked, and certification by the UN Women Programme Analyst – Gender & Resilience that the services have been satisfactorily performed.

Performance Evaluation

The Consultant’s performance will be evaluated based on timeliness, responsibility, initiative, communication, accuracy, and quality of the products delivered.

Competencies :

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Please visit this link for more information on UN Women’s Values and Competencies Framework:

Functional Competencies:

• Good knowledge of programme management;
• Ability to administer and execute administrative processes and transactions;
• 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;
• Knowledge on IT.

Statements :

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.

Diversity and inclusion:

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. 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.)

Required Qualifications

Education:

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

Experience and Skills:

• At least 6 years of progressively responsible experience in administration or programme management/support.
• Experience in supporting a team is required.
• Proven knowledge and skills in gender and women’s empowerment is an added advantage.
• Knowledge of working with stakeholders, civil society organizations in Fiji, Vanuatu, Solomon Islands and Kiribati .
• Experience in working with an international organization, is an asset.
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
• Experience in supporting a team operationally is an asset.
• Experience in working in a computer environment using multiple office software packages is required.

Language and other skills:

• Fluency in command of written and spoken English is required.

How to Apply:

• Personal CV or P11 (P11 can be downloaded from: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc
• A cover letter (maximum length: 1 page
• Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns, or other materials.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements