JOB DESCRIPTION

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.

UN Women plays a pivotal role in managing the Women’s Peace and Humanitarian Fund (WPHF), the only global financing mechanism dedicated to supporting women’s participation in peacebuilding and humanitarian action. As the fund’s managing entity and technical secretariat, UN Women ensures strategic oversight, governance, and accountability while mobilizing resources and fostering partnerships to strengthen women-led organizations in crisis-affected settings. Through WPHF, UN Women channels flexible, quality funding and provides capacity-building support, enabling grassroots actors to lead humanitarian response, advance gender equality, and influence peacebuilding policies worldwide. The successful candidate will work directly on WPHF initiatives, contributing to its mission of empowering women and promoting inclusive peacebuilding and humanitarian action.

Reporting to Women’s Peace and Humanitarian Fund Program Manager, the Program Associate 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 Associate contributes to research, financial management, and programme implementation including providing necessary operational, administrative and programmatic support. The Programme Associate works in close collaboration with the operations, programme and projects’ personnel in the CO and UN Women HQs as required for resolving complex finance-related issues and exchange of information.

Scope of Work:

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.
• Provide technical guidance to the CO/MCOs and executing agencies on routine delivery and reporting of programme supported activities and finances.
• Prepare information for the audit of programmes/ projects and support implementation of audit recommendations.
• Review programme data from programmes/ projects for the CO website; and
• Identify sources and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.

2. Provide administrative support for 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 partners’ FACE forms.
• Review financial reports; prepare non-PO vouchers for development projects.
• Process recruitment and payment for consultants.
• Maintain internal expenditures control system.
• Create requisitions in Quantum system for development projects; register good receipts in Quantum system; and
• Assist in the preparation and follow up of cost-recovery bills in Quantum system.
• Update PGAMS with partners’ financial and narrative reports on a regular basis
• Conduct partners’ risk-based capacity assessments
• Support partners’ partner agreement creation, amendment and closure processes
• Ensure quality assurance for partners’ narrative reports
• Maintain the team’s budget tracking matrix up to date

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 and other presentations; and
• Provide guidance and training to Programme Assistants as needed.

4. Provide administrative support to Resource Mobilization:

• Prepare cost-sharing and other agreements; follow up on contributions within the CO resource mobilization efforts; and
• Organize, compile and process information from donors, CO, and programme team, as inputs to various databases and documents.

5. Facilitate knowledge building and knowledge sharing:

• Provide administrative support synthesis of lessons learnt, and best practices related to programme management and finance; and
• Provide administrative support to the organization of training for the office personnel and partners on programme and operations related issues.
• Ensure appropriate team’s and partners’ information management, including uploading and organizing files in a shared folder

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

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 Core Values and Competencies:

https://www.unwomen.org/en/about-us/employment/application-process#_Values

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.

Minimum Qualifications:

Education and Certification:

• Completion of secondary education is required.
• Bachelor’s degree in business or public administration is desirable.

Experience:

• At least 6 years of progressively responsible experience in administration or programme management/support is required.
• Experience in working in a computer environment using multiple office software packages is required.
• Experience in supporting a team is required.
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.

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.)

Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.