Duties and Responsibilities
Provide administrative support to the financial management of the Programme Unit
- Support the creation of projects in Quantum and PRISM, 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, and in the preparation of FACE forms.
- Perform delegated role in Quantum.
- prepare non-PO vouchers for development projects.
- Process payment for consultants
- Create requisitions in Quantum system for development projects.
Provide logistical 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.
- 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.
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.
- Support the overall resources’ mobilization strategy of the Country Office
Provide support in 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.Support the development and review of background documents, briefs and presentations related to the Gender Statistics in the CO.
- Support the monitoring and communication on the use of gender statistics for policy making, strategies development, advocacies, etc.
- Support Identifying and documenting best practices and lessons learned to guide project improvement and strategy planning.
- Support the development of knowledge management strategy, products and methodologies on Gender Statistics.
- Support knowledge management’s efforts on CO’s activities.
Provide programmatic support to the formulation, management and monitoring of projects/programmes
- Provide programmatic support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements, including tracking the delivery of funds.
- Provide support to the programme team on routine deliveries and reporting of 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.
- Provide significant support to indicators tracking on the different projects of the Country Office
- Provide valuable support on project implementation – monitoring and related finances (project deliveries) using results-based management tools (RMS, Quantum, etc.)
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
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 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 IT skills.
Education and certification:
- Completion of secondary education is required.
- University degree in social sciences, including political science international studies, public administration, economics, Law or a related field, is an asset
Experience:
- At least 5 years of progressively responsible experience in administrative or programme management/support;
- Experience in working in a computer environment using multiple office software packages is required;
- Experience in the use of ERP systems, preferably Oracle Cloud, is desirable;
- Experience in supporting a team is desirable.
Gmail
Yahoomail