Programme Assistant - Strategic Communications Partnerships and Resource Mobilization Unit NB3NPSA6

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 Womens India Country Office based in New Delhi India works to accelerate the advancement of gender equality and the empowerment of women through the strengthening of strategic partnerships technical and policy advisory services and advocacy with governmental intergovernmental and civil society partners. In addition UN Women India CO is charged with leading and coordinating the UN systems work on gender equality including through ensuring accountability for results.

Under the overall guidance and direction of the Head Strategic Communication & Partnerships the Programme Assistant exercises crossfunctional responsibilities for supporting smooth management of the project including implementation of the administrative work related to projects under Partnerships Resource Mobilization and Communications team. Additionally the Programme Assistant will work in close collaboration with the Programme team as well as the Operations team at the UN WOMEN India Country Office to deliver responsibilities.

Programme Management Support:

• Provide program and administrative support to the Partnerships Resource Mobilization and Communications teams in the preparation and regular updating of various program documents such as work plans budgets and reports on program implementation arrangements.
• Under the guidance of the supervisor assemble briefing materials and prepare presentations for the program.
• Identify sources gather and compile data and information for the preparation of documents guidelines and other material as required.
• Assist in reviewing and preparing documentation related to procurement of goods and services and support contract tracking.
• Support the team in providing guidance on routine program implementation and tracking use of financial resources.

Financial Management Support:

• Use QUANTUM to prepare required budget revisions revision of project award and project status determination of unutilized funds and operational and financial closure of the program.
• Create requisitions in QUANTUM for receipt of goods and services including making budget checks for requisitions POs and vouchers.
• Support the team in the financial management and monitoring of the program.
• Organize compile and process information from donors and the team and keep track of the information through databases and efiling.
• Support the team in tracking and reporting on mobilized resources.

Administrative Support to Partnership Resource Mobilization and Communications Team:

• Provide all logistical administrative and financial support to the team for organization of events meetings and workshops.
• Coordinate with procurement and finance teams for events.
• Prepare agreements and support disbursement for implementation partners/vendors if any.
• Provide support in monitoring budget preparation and the finances of projects/projects; including the finalization of FACE forms/Financial reporting forms.
• Make travel arrangements for team members including preparation of travel requisitions and claims.
• Draft nonsubstantive correspondence.
• Process payment for team and consultants;
• Maintain organized hard and electronic files of the office records and reference files on various subjects for easy access and retrieval including for audit preparations. Ensure uptodate filing and safekeeping of confidential materials.
• Prepare presentation materials/slides in PowerPoint for meetings and workshops and keep all papers ready for meetings.
• Act as a custodian for the inhouse Communication equipment and production material.

Supports Knowledge Building and Knowledge Sharing:

• Participate in trainings for the operations/projects staff on programrelated matters.
• Stay up to date with the latest systems tools processes and guidelines from UN Women and relevant partners to efficiently deliver programrelated tasks.
• Support strong collaboration and cooperation between the Partnership and Communications team India CO UN Women Regional Office and partners outside of UN Women.
• Contribute to knowledge networks and communities of practice.

Any other tasks assigned by the Supervisor.

Key Performance Indicators:

• Timely and accurate administrative and logistical 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 and files;
• Quality and timely support to programme team.

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 visitthis linkfor more information on UN Womens Values and Competencies Framework:

Functional Competencies:

• Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the program team including logistical support.
• Ability to provide input to business process reengineering elaboration and implementation of new data management systems.
• Ability to create edit and present information in clear and presentable formats using appropriate IT functionality.
• Ability to organize and complete multiple tasks by establishing priorities.
• Ability to handle a large volume of work also under time constraints.
• Ability to establish build and sustain effective relationships with clients demonstrating understanding of clients perspective; anticipates client needs and addresses them promptly.
• Ability to administer and execute financial processes and transactions.
• Ability to manage data documents correspondence and reports information and workflow.

Education Qualification:

• Minimum Qualification: Completion of secondary education is required.
• A university degree (or equivalent) in Business or Public Administration or a related field is an asset.

Experience:

• 5 years of progressively responsible experience with administrative tasks.
• Work experience in supporting budgetary processes and financial tracking is required.
• Experience in working in a computer environment using multiple office software packages. Experience in working with QUANTUM is an advantage.
• Work experience in administrative support of development program/project is an advantage.
• Experience working with stakeholders from diverse sectors (e.g. NGOs international organizations government private sector) is an advantage.
• Previous experience working in the UN system is an asset.

Language Requirements:

• Fluency in English including strong English writing skills is required.
• Fluency in Hindi and/or another Indian language is required.
• Knowledge of another UN official working language is an asset.

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 womens 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 compensatesand promotes regardless of race religion color sex gender identity sexual orientation ageability national originor 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 zerotolerance 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 toUN Womenspoliciesand proceduresandthestandardsof conduct expected of UN Women personneland 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.