Grounded in the vision of equality enshrined in the Charter of the United Nations, the United Nations Entity for Gender Equality and the Empowerment of Women (UN Women) will work 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. Placing women’s rights at the centre of all its efforts, UN Women will lead and coordinate United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors. The Strategic Partnerships, Advocacy, Civil Society, Communications, and Resource Mobilisation Division is responsible for proactively driving the strategic positioning of UN Women so that the size and predictability of its resources help the organization achieve its strategic goals. Under the direct supervision of the Director-Resource Mobilization and in close collaboration with other members of the Division, the Programme Associate performs substantive services and processes in programme support, financial and administrative management and human resources, ensuring high-quality and accurate work. |
1. Programme Support 2. Financial Management 3. Administrative 4. Human Resources Programme Support - Prepare and update the Section’s Management Team requirements for briefing/background materials; obtain, prepare, organize and coordinate sensitive and confidential briefing materials in connection with the UN Women Executive Board and other high-level meetings, official missions and visiting delegations. Anticipate the section's requirements for background materials, research, obtain and annotate the same, and ensure briefing materials for appointments, meetings, and missions are complete and up-to-date.
- Liaise with the offices of the Executive Director, the Deputy Executive Directors, as well as with geographic, thematic, finance, budget, human resources and information technology sections of UN Women; maintain close contact with UN Women counterparts on coordination issues.
- Keep up-to-date lists of agenda items and participants of various committees and groups in which the Division participates; research and prepare background documentation and statistics. Maintain dossiers on the agenda items of the legislative body items related to the section's area of responsibility.
- Assist the Division Management Team in providing feedback in collaboration with the UN Women Management Team, to Member States, donors and other partners on coordination issues, as well as on policy and programme guidance on UN reform.
- Communicate routinely with all other Programme Associates to ensure consistent programme responses throughout all sections within UN Women HQ.
Financial Management - In compliance with financial regulations and rules for certification, enter purchase orders and requisitions into ATLAS; liaise closely with Budget and Finance sections for clearances/ approvals.
- In consultation with the Director, manage, monitor and balance the section's annual budget and resources; track and analyze expenditures; recommend action and follow-up. This includes reporting regularly or at the request of the Director on expenditure levels and budgetary matters; and advising the relevant members of the section on the management of the section's budget.
- Assist in monthly and year-end financial statement preparation.
- Create the Division projects in ATLAS as required; monitor expenditures; make budget revisions and revision of project award and project status; identify under-utilized funds; and operationally and financially close projects.
Administrative - Review incoming correspondence; draft routine responses; arrange appointments and meetings, electronic filing of documents, etc.
- Independently, draft substantive correspondence on administrative and other matters of specific nature ensuring follow-up tasks is undertaken.
- Draft substantive replies as instructed by the Director and section members, routinely draft replies to requests not requiring substantive knowledge of the programme area, and respond personally to questions regarding established policies and procedures; format correspondence as appropriate.
- Manage the continuous demand for appointments with the Division Management Team, in close consultation with the office of the Executive Director. Liaise with callers, determine priorities, balance time available and ensure that all demands are met as appropriately and efficiently as possible, provide feedback to callers and ensure timely responses for requests for appointments. Screen incoming telephone calls and correspondence, and in cooperation with office of the Executive Director, identify matters which should be brought to the immediate attention of the Executive Director, or which may be appropriately referred to other officers.
- Prepare and manage the long-term calendar of commitments/workshops/high-level meetings. Undertake all related travel arrangements (reservations, travel authorizations, requests for visas and other related documents) for the Division and external participants of section workshops, ensuring that all concerned are informed of the section staff's visits and scheduled activities. Liaise with UN Women members on the participation of the Division Management Team at high-level meetings.
- Plan and manage the administration and logistics of events (meetings, workshops, conferences, annual retreat) including preparation of the budget and reports. Manage PowerPoint presentations and video-conferencing, including preparation and research, at meetings initiated by the Division. Handle all operational aspects of such meetings. Review meetings documents and records; ensure that all necessary actions have been taken and where required; provide participants with relevant documentation.
- Set up and maintain the section's filing system, both hard-copy and computer-based, ensuring the proper indexing of correspondence and reports, as well as the safekeeping of confidential materials; archiving.
- Share Division-cleared donor agreements and memoranda of understanding with relevant colleagues.
- Post materials to the section's intranet web pages.
- Maintain, expand and update contacts with external partners, including database entries and e-mail group lists etc., with special attention to senior UN officials responsible for UN Women and gender equality-related matters.
- Retrieval of basic information on the internet and intranet.
- Monitor office environment needs and coordinate as necessary; monitor maintenance and equipment needs; carry out any requests for assistance, for equipment, furniture or other necessary services.
- Undertake other ad hoc duties and assignments at the request of the Division Director.
Human Resources - Provide administrative support to the Division staffing requirements; prepare SSA contracts for HRC review; verify availability of funds and compliance with financial, human resources and procurement guidelines; maintenance of vendor database;
- Advise the Division Management Team on policies and procedures. Prepare regular updates on the staffing situation for the benefit of senior management.
- Compile annual training plan; review individual requests for training, coordinates training needs of the Division's staff.
- Prepare any and all required documentation and forms for staff, including but not limited to, travel requests and related procedures, requests for G-4 visas, new or renewed Laissez-Passers, and grounds pass.
Impact of Results The key results have an impact on the overall performance of the Division and success in implementation of programme strategies. Accurate analysis, data entry and presentation of information ensure proper programme implementation. |
CORE VALUES / GUIDING PRINCIPLES Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the United Nations Code of Conduct. Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity. CORE COMPETENCIES Ethics and Values : Demonstrating / Safeguarding Ethics and Integrity Organizational Awareness : Demonstrate corporate knowledge and sound judgment Developing and Empowering People / Coaching and Mentoring: Self-development, initiative-taking. Working in Teams : Acting as a team player and facilitating team work Communicating Information and Ideas : Facilitating and encouraging open communication in the team, communicating effectively Self-management and Emotional intelligence : Creating synergies through self-control Conflict Management / Negotiating and Resolving Disagreements Knowledge Sharing / Continuous Learning : Learning and sharing knowledge and encourage the learning of others FUNCTIONAL COMPETENCIES - Ability to perform a variety of administrative tasks related to finance, human resources, procurement, budget;
- Familiarity with relevant UN/UN WOMEN financial, budgetary, procurement and human resources regulations and procedures;
- Experienced in the use of ATLAS and capable of training/advising section staff in the use of ATLAS.
- Excellent computer skills, with good knowledge of ATLAS Finance modules and Microsoft Office applications, including computer graphics for report writing; advanced knowledge in use of spreadsheet and database packages.
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Education: - Completion of secondary education; first university degree in business or public administration, economics, political science or social sciences desirable but not required.
Experience: - Six years of progressively responsible experience in management/administrative/secretarial functions within the United Nations system, preferably working with a senior official;
- Excellent programme management and communications skills, including drafting ability;
- Full knowledge of computer applications and advance knowledge of database packages. Experience in handling of web-based management systems;
- Thorough knowledge of the United Nations system structure, including established programme and administrative procedures;
- Completion of UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.
Language Requirements: - Excellent written and spoken English; knowledge of another official UN language an asset.
Note:
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.
Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.
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