JOB DESCRIPTION

I. 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.

In Indonesia, UN Women works with the government, civil society organizations (CSOs), academia, the media, and the public and private sectors to address national priorities of gender equality and women’s empowerment. Placing the advancement of women’s rights at the center of our work and aligning with UN Sustainable Development Cooperation Framework (UNSDCF) 2021-2025 UN Women Indonesia focuses on (1) Inclusive human development through ending violence and discrimination against women and building women’s leadership to build sustainable peace (2) Advance value-added and transformative economy by supporting women’s economic empowerment  (3) Gender-responsive approach to building climate resilience and disaster risk reduction (4) Using innovation and data to leverage gender responsive governance.

The Programme Assistant is expected to contribute to administrative and financial aspects of the Ending Violence against Women (EVAW) unit of UN Women Indonesia Country Office, which focuses on:

1. Integrating right-based and victim-centered approached into policies and regulations.
2. Strengthening a coordination mechanism and building capacities of frontline service providers on quality service provision.
3. Mobilizing communities to prevent and respond to violence against women; and
4. Strengthening VAW data collection and sharing.

Under the supervision of the EVAW Programme Manager, the Programme Assistant will work with and provide support to the members of the programme team in the EVAW Unit in the development and implementation of programme activities, consistent with the UN Women rules and regulations. The Programme Assistant will contribute to programme finance, administrative, and logistical assistance for smooth implementation and delivery of the programmes’ objectives under EVAW portfolio.

II. Key functions and Accountabilities

1. 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;
• Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers, in collaboration with the Programme team.

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

• Create projects in Quantum and 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, including the finalization of FACE forms;
• Prepare non-PO vouchers for development projects;
• Process payment for consultants and vendors;
• Create requisitions in  Quantum for development of projects; register good receipts in Quantum.

3. Provide administrative support to the Programme Unit

• Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
• Create 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; maintain mailing lists.

4. Provide administrative support to resource mobilization

• Organize, compile, and process documentation and information from donors, and programme team as inputs to various databases and documents.

5. 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.

III. 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:

• 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.

IV. Recruitment Qualification

Education and Certification

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

Experience

• At least 3 years of progressively responsible experience in administrative or programme management support/
• Experience working in a computer environment using multiple office software packages.
• Experience in the use of QUANTUM ,ATLAS , accounting software or other related or other ERP (Enterprise resource planning software) is an asset.
• Previous experience in the UN System or international organizations is considered an asset
• Experience in supporting a programme team is an asset.

Language Requirements

• Fluency in English and Bahasa Indonesia is required.
• Knowledge of the other UN official working language is an asset.

Competencies :

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