112842 - Programme Associate For Unwomen - (For Indonesian Nationality Only) - Jakarta

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.

The UN has been a strong partner of the Association of Southeast Asian Nations (ASEAN) in advancing Women, Peace, and Security (WPS) since 2017. Under the ASEAN-United Nations Plan of Action 2021- 2025, UN Women leads on Women, Peace, and Security in close collaboration with other UN agencies leveraging its coordination mandate to ensure the UN system delivers on gender equality and the empowerment of women and girls.

UN Women Indonesia Country Office (CO) includes the ASEAN liaison office function to extend support to ASEAN and its Member States in advancing Women Peace and Security (WPS) agenda in line with global normative frameworks. UN Women in partnership with Global Affairs Canada (GAC) is implementing the regional project, “Empowering Women for Sustainable Peace: preventing violence and promoting social cohesion in ASEAN” (The project). The project aims to support ASEAN Member States to advance and strengthen WPS agenda, including through preventing violence against women and girls and promoting social cohesion in the region. The programme will ultimately contribute to the achievement of gender equality through inclusive and sustainable peace and development in the region.

Reporting to the Programme Coordination Specialist the Programme Associate works with and provides support to the members of the Project Team based in Indonesia and targeted ASEAN Member States (The Philippines, Viet Nam, and Thailand) in the implementation of project consistent with UN Women rules and regulations. S/he contributes to programmatic, and financial management, and programme implementation including providing necessary operational, administrative and programmatic support. The Programme Associate works in close collaboration with the operations unit, programme and projects’ staff in the COs and RO and UN Women HQs as required for resolving complex finance-related issues and exchange of information.

Duties And Responsibilities

• Provide administrative support to the financial management of the Programme Unit
• Provide administrative and logistical support to the formulation and management of programmes
• Make travel arrangements for the Programme Team, including travel requisitions and claims;
• Provide administrative support in monitoring budget preparation and the finances of the programme; including the finalization of FACE forms;
• Create projects in Quantum, prepare budget revisions, revise project awards and status, and determine unutilized funds and the operational and financial close of a project;
• Facilitate knowledge building and knowledge sharing
• Process payment for consultants;
• Provide technical guidance to the executing agencies on routine delivery and reporting of programme supported activities and finances;
• Prepare public information materials and briefing packets;
• Create requisitions in Quantum for development projects; register good receipts in Atlas;
• Assist in the preparation and follow up of cost-recovery bills in Atlas.
• Provide guidance and training to project assistants as needed
• Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
• Organize, compile and process information from donors, CO, and programme team, as inputs to various databases and documents.
• Review financial reports, and prepare non-PO vouchers for development projects;
• Create awards in Quantum
• Provide administrative support synthesis of lessons learnt and best practices related to programme management and finance;
• Provide administrative support to the Programme Unit
• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
• Prepare information for the audit of the programme 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.
• Provide administrative support to the organization of training for the office staff and partners on programme and operations related issues.
• Assemble briefing materials and prepare PowerPoint slides and other presentations.
• Maintain internal expenditures control system;
• Provide administrative support to Resource Mobilization
• Prepare cost-sharing and other agreements; follow up on contributions within the CO resource mobilization efforts;

Key Performance Indicators

• Timely and accurate support to events, workshops, and missions
• Timely recording of overall programme unit finances
• 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:

• Respect for Diversity
• Professionalism
• Integrity

Core Competencies:

• Accountability
• Creative Problem Solving
• Stakeholder Engagement
• Awareness and Sensitivity Regarding Gender Issues
• Inclusive Collaboration
• Leading by Example
• Effective Communication

Functional Competencies

• Strong financial and budgeting skills
• Strong IT skills
• Ability to administer and execute administrative processes and transactions
• Ability to manage data, documents, correspondence and reports information and workflow
• Good knowledge of programme management
• Ability to create, edit and present information in clear and presentable formats

Required Skills And Experience

Education:

• Bachelor’s degree in Business or Public Administration is an asset.
• Completion of secondary education required.

Experience:

• Experience in supporting a team.
• Experience in the use of ATLAS/ QUANTUM is an asset.
• Experience in working in a computer environment using multiple office software packages.
• At least 6 years of progressively responsible experience in administration or programme management/support.

Language Requirements:

• Knowledge of the other UN official working language is an asset.
• Fluency in English and Bahasa language is required.

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