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 UN has been a strong partner of the Association of Southeast Asian Nations (ASEAN) in advancing Women, Peace, and Security (WPS) since 2017. Under the ASEAN-United Nations Plan of Action 2021- 2025, UN Women leads on Women, Peace, and Security in close collaboration with other UN agencies leveraging its coordination mandate to ensure the UN system delivers on gender equality and the empowerment of women and girls.

The UN Women Indonesia Country Office (CO) hosts the ASEAN Liaison Office, which supports ASEAN and its Member States in advancing the Women, Peace, and Security (WPS) agenda in line with global normative frameworks. In this context, UN Women Indonesia launched the five-year project Empowering Women for Sustainable Peace: Preventing Violence and Promoting Social Cohesion in ASEAN (ASEAN WPS Regional Project). Funded by the Governments of Canada, the United Kingdom, and the Republic of Korea, the project supports ASEAN and its 10 Member States in promoting women’s participation and leadership in conflict prevention, resolution, and recovery.

Reporting to the Programme Coordination Specialist, Women Peace and security, the IC for Programme and administrative Support works with and provides support to the members of the Project Team based in Indonesia Cambodia, The Philippines, Viet Nam,  Thailand and Timor-Leste in the implementation of project consistent with UN Women rules and regulations.  S/he contributes to programmatic, and financial management, and programme implementation including providing necessary operational, administrative and programmatic support. The IC for Programme and administrative Support works in close collaboration with the Programme associate, operations unit, programme and projects’ staff in the COs and RO and UN Women HQs as required for resolving complex finance-related issues and exchange of information.

Description of Responsibilities /Scope of Work:

1. Provide administrative and logistical support to the management of the ASEAN WPS project 

• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
• Provide technical guidance to the executing agencies on routine delivery and reporting of programme supported activities and finances;
• Prepare information for the audit of the programme and support implementation of audit recommendations;
• Identify sources and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.
• Create awards in Quantum

2. Provide administrative support to the financial management of the Programme Unit

• Create projects in Quantum, 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 the programme; including the finalization of FACE forms;
• Review financial reports, and prepare non-PO vouchers for development projects;
• Process payment for consultants;
• Maintain internal expenditures control system;
• Create requisitions in Quantum for development projects; register good receipts in Atlas;
• Assist in the preparation and follow up of cost-recovery bills in Atlas.

       3. 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;
• Prepare public information materials and briefing packets;
• Assemble briefing materials and prepare PowerPoint slides and other presentations.
• Provide guidance and training to project assistants as needed

       4. Provide HR management support to the programme unit

• Facilitate the amendment and extension of contracts
• Update the consultants tracking sheet
• Process timely payments

        5. Facilitate knowledge building and knowledge sharing

• Provide administrative support synthesis of lessons learnt, and best practices related to programme management and finance;
• Timely filing of programme files
• Regularly update the stakeholder database
• Provide administrative support to the organization of training for the office staff and partners on programme and operations related issues.

Inputs

• UN Women will provide the Consultant with background information, documents, and relevant to the assignment.
• The Consultant is expected to work using their own computer.
• UN Women will cover travel costs in line with its rules and regulations

Key Performance Indicators

• Timely and accurate support to events, workshops, and missions
• Full compliance of administrative activities with UN Women rules, regulations, policies and procedures
• Timely recording of overall programme unit finances
• Timely and accurate tracking of data for CO management and donor purposes
• Quality maintenance of internal systems

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
• Strong financial and budgeting skills
• Strong IT skills

Required Qualifications

Education and Certification:

• Master’s degree in management, Business or Public Administration or any relevant field.

Experience:

• At least 1 year of progressively responsible experience in administration or programme management/support.
• At least of 1 year of experience providing administrative, logistical and Human Resource support  to regional programs in the ASEAN Region.
• Experience in supporting a multicultural team.
• Experience in working in a computer environment using multiple office software packages.
• Experience in the use of Quantum is an asset.

Languages and Technical Requirements:

• Fluency in English is required.
• Knowledge of the other UN official working language is an asset.
• Computer literacy and ability to effectively use office technology equipment, Internet and email.

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.)

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements