Programme Assistant, Freetown, Sierra Leone, NPSA5

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’s EVAWG programme spans across strengthening capacity for implementation of related national policies and frameworks, whilst supporting processes for policy review as well as development, prevention of and response to GBV at all levels inclusive of harmful practices. Reporting to Program Specialist, EVAWG the Programme Assistant 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 Assistant provides administrative, programme, and logistical assistance to the team for the smooth programme implementation.

Scope of Work

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 partners/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; and 
• 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 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 and preparation of budget and the finances of programmes/projects, and in the preparation of FACE forms; 
• Prepare non-PO vouchers for development projects; 
• Process payment for consultants, as delegated; and
• Create requisitions in Quantum system for development projects; register good receipts in Quantum system.

 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;
• Draft minutes in meetings, as delegated;
•  Assemble briefing materials and prepare powerpoint and other presentations, in collaboration with the Programme team; and 
• 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 trainings for the office personnel and partners on programme and operations related issues. 

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 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.

Minimum Qualifications

Education and Certification:

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

Experience

• At least 5 years of progressively responsible experience in administrative or programme management/support is required. 
• 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.

Languages

• Fluency in English is required.
• Fluency in Creole is desirable.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

 

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.