Details
Mission and objectives
UN Women supports UN Member States as they set global standards for achieving gender equality, and works with governments and civil society to design laws, policies, programmes and services needed to ensure that the standards are effectively implemented and truly benefit women and girls worldwide.
Context
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, and humanitarian action
and peace and security.
UN Women work in Ukraine focuses on supporting the government and civil society in advancing gender equality
and implementation of the national and international commitments on gender equality and women’s human rights.
UN Women Ukraine implements interventions towards the realization of the following strategic goals: elimination of
violence against women and girls; implementation of the women, peace and security agenda and gender responsive
governance. UN Women works closely with the UN Country Team in the integration of women’s rights and gender
equality in all spheres of UN work.
Since the beginning of the Russian military invasion on 24 February 2022, Ukraine is rapidly emerged as one of
the world’s most complex emergencies, with over 3 million refugees already fleeing the country and with growing
humanitarian crisis and needs. Women’s groups and civil society organizations have been quick to react to the
immediate priorities of their communities, but face many challenges as they attempt to provide support to large
numbers of internally displaced people, host-communities and those directly affected by violence and insecurity.
Civil society, and particularly women’s organizations in Ukraine, are on the front line to deliver immediate humanitarian assistance to displaced women and girls. Displaced women and girls are facing multiple human rights violations, including sexual and gender-based violence.
Under the direct supervision of the Head of Humanitarian Programme and the matrix supervision of the Operations
Manager in the Ukraine Country office, the Administrative/Finance Assistant is responsible for the execution of a
wide range of financial services and administrative processes in the Ukraine Country Office (CO), with a primary
focus on the administrative process of the Humanitarian Programme’s portfolio of projects, ensuring timeliness,
efficiency and transparent use of financial resources and delivery of services in accordance with organizational
financial rules, regulations, policies, procedures and approved allocations.
The Administrative/Finance Assistant promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices and guidelines.
The Administrative/Finance Assistant also works in close collaboration with the Operations Team in the Country
Office and Regional Office to solve complex finance-related issues and information delivery.
equality between women and men as partners and beneficiaries of development, human rights, and humanitarian action
and peace and security.
UN Women work in Ukraine focuses on supporting the government and civil society in advancing gender equality
and implementation of the national and international commitments on gender equality and women’s human rights.
UN Women Ukraine implements interventions towards the realization of the following strategic goals: elimination of
violence against women and girls; implementation of the women, peace and security agenda and gender responsive
governance. UN Women works closely with the UN Country Team in the integration of women’s rights and gender
equality in all spheres of UN work.
Since the beginning of the Russian military invasion on 24 February 2022, Ukraine is rapidly emerged as one of
the world’s most complex emergencies, with over 3 million refugees already fleeing the country and with growing
humanitarian crisis and needs. Women’s groups and civil society organizations have been quick to react to the
immediate priorities of their communities, but face many challenges as they attempt to provide support to large
numbers of internally displaced people, host-communities and those directly affected by violence and insecurity.
Civil society, and particularly women’s organizations in Ukraine, are on the front line to deliver immediate humanitarian assistance to displaced women and girls. Displaced women and girls are facing multiple human rights violations, including sexual and gender-based violence.
Under the direct supervision of the Head of Humanitarian Programme and the matrix supervision of the Operations
Manager in the Ukraine Country office, the Administrative/Finance Assistant is responsible for the execution of a
wide range of financial services and administrative processes in the Ukraine Country Office (CO), with a primary
focus on the administrative process of the Humanitarian Programme’s portfolio of projects, ensuring timeliness,
efficiency and transparent use of financial resources and delivery of services in accordance with organizational
financial rules, regulations, policies, procedures and approved allocations.
The Administrative/Finance Assistant promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices and guidelines.
The Administrative/Finance Assistant also works in close collaboration with the Operations Team in the Country
Office and Regional Office to solve complex finance-related issues and information delivery.
Task description
Within the delegated authority and under the supervision of the Head of Humanitarian Programme in Kyiv, or
his/her designated mandated representative(s), the UNV Administrative/Finance Assistant will:
1. Provide general administration and operations support to UN Women Humanitarian Programme in compliance with UN Women rules, regulations, policies, and strategies:
• Provide day-to-day administrative and operational support to the Humanitarian Programme;
• Arrange travel and hotel reservations; prepare travel authorizations; and process requests for visas, Daily Subsistence Allowance (DSA), identity cards, and other related documentation;
• Support the processing and reconciliation of travel claims and post-mission documentation in coordination with finance and programme staff.
• Liaise with programme staff, partners, and service providers on administrative and logistical matters;
• Assist in organizing meetings, trainings, workshops, and official events, including logistical arrangements, participant coordination, and preparation of materials;
• Provide administrative support for the maintenance of premises and common services, as
required;
• Support the preparation of correspondence, reports, presentations, and meeting minutes;
• Provide support in personnel administration for international and national staff, as appropriate
(e.g. renewal of UNLPs and visas; contract extensions; administration of national benefits and allowances; rest and recuperation entitlements; danger pay, etc.);
• Monitor and maintain meeting calendars, mission schedules, and leave records;
• Maintain filing systems, ensuring the safekeeping of confidential materials, as required.
• Enter, track, and update administrative and operational transactions in the Quantum ERP system, ensuring accuracy and compliance with UN Women procedures.
• Support office compliance with UNDSS security requirements, including staff lists, warden information, and coordination with security focal points, as required.
• Develop and maintain a coherent database that aggregates and houses documents related to the Humanitarian Programme and ensure the meticulous maintenance of these files
• Support the retrieval, collection and analysis of project-related data.
2. Coordinate procurement processes for the Humanitarian Programme:
• Monitor and maintain office stationery supplies, including maintaining stock lists, overseeing distribution, and keeping accurate distribution logs;
• Provide inputs to the preparation of office procurement plans and monitor their implementation;
• Review procurement requests and initiate procurement procedures for office and project equipment, supplies, and services;
• Organize and support procurement activities and processes, including the preparation and conduct of Requests for Quotations (RFQs), Invitations to Bid (ITBs), and Requests for
Proposals (RFPs); support tender opening and evaluation processes; and assist in creating and maintaining vendor profiles in the UN Women ERP system.
• Monitor the timely submission of deliverables and processing of payments under project special service agreements (SSA) and institutional contracts.
• Compile and maintain necessary documents for hiring new consultants or amending contracts of current consultants or companies.
• Gather necessary documents for the creation/amendment of Vendor Profiles, e-requisitions, purchase orders, micro-canvass forms, and vouchers.
3. Provide general finance support to the Humanitarian Programme in compliance with UN Women rules, regulations, policies, and strategies:
• Assist in processing financial transactions, including payments, reimbursements, and advances, in line with UN Women financial rules and procedures;
• Maintain accurate financial records and filing systems (electronic and hard copy) in compliance with UN Women standards;
• Support the preparation and updating of administrative, procurement, and financial tracking tools, dashboards, or summaries, as required.
• Support vendor management processes, including vendor registration, documentation follow-up, and communication with suppliers;
• Assist in bank, cash, and account reconciliations, including petty cash management;
• Assist in the preparation of financial documentation for audits, spot checks, and donor reporting;
• Assist in updating procurement and spending plans and budgets.
• Perform other finance-related duties, as required.
4. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
his/her designated mandated representative(s), the UNV Administrative/Finance Assistant will:
1. Provide general administration and operations support to UN Women Humanitarian Programme in compliance with UN Women rules, regulations, policies, and strategies:
• Provide day-to-day administrative and operational support to the Humanitarian Programme;
• Arrange travel and hotel reservations; prepare travel authorizations; and process requests for visas, Daily Subsistence Allowance (DSA), identity cards, and other related documentation;
• Support the processing and reconciliation of travel claims and post-mission documentation in coordination with finance and programme staff.
• Liaise with programme staff, partners, and service providers on administrative and logistical matters;
• Assist in organizing meetings, trainings, workshops, and official events, including logistical arrangements, participant coordination, and preparation of materials;
• Provide administrative support for the maintenance of premises and common services, as
required;
• Support the preparation of correspondence, reports, presentations, and meeting minutes;
• Provide support in personnel administration for international and national staff, as appropriate
(e.g. renewal of UNLPs and visas; contract extensions; administration of national benefits and allowances; rest and recuperation entitlements; danger pay, etc.);
• Monitor and maintain meeting calendars, mission schedules, and leave records;
• Maintain filing systems, ensuring the safekeeping of confidential materials, as required.
• Enter, track, and update administrative and operational transactions in the Quantum ERP system, ensuring accuracy and compliance with UN Women procedures.
• Support office compliance with UNDSS security requirements, including staff lists, warden information, and coordination with security focal points, as required.
• Develop and maintain a coherent database that aggregates and houses documents related to the Humanitarian Programme and ensure the meticulous maintenance of these files
• Support the retrieval, collection and analysis of project-related data.
2. Coordinate procurement processes for the Humanitarian Programme:
• Monitor and maintain office stationery supplies, including maintaining stock lists, overseeing distribution, and keeping accurate distribution logs;
• Provide inputs to the preparation of office procurement plans and monitor their implementation;
• Review procurement requests and initiate procurement procedures for office and project equipment, supplies, and services;
• Organize and support procurement activities and processes, including the preparation and conduct of Requests for Quotations (RFQs), Invitations to Bid (ITBs), and Requests for
Proposals (RFPs); support tender opening and evaluation processes; and assist in creating and maintaining vendor profiles in the UN Women ERP system.
• Monitor the timely submission of deliverables and processing of payments under project special service agreements (SSA) and institutional contracts.
• Compile and maintain necessary documents for hiring new consultants or amending contracts of current consultants or companies.
• Gather necessary documents for the creation/amendment of Vendor Profiles, e-requisitions, purchase orders, micro-canvass forms, and vouchers.
3. Provide general finance support to the Humanitarian Programme in compliance with UN Women rules, regulations, policies, and strategies:
• Assist in processing financial transactions, including payments, reimbursements, and advances, in line with UN Women financial rules and procedures;
• Maintain accurate financial records and filing systems (electronic and hard copy) in compliance with UN Women standards;
• Support the preparation and updating of administrative, procurement, and financial tracking tools, dashboards, or summaries, as required.
• Support vendor management processes, including vendor registration, documentation follow-up, and communication with suppliers;
• Assist in bank, cash, and account reconciliations, including petty cash management;
• Assist in the preparation of financial documentation for audits, spot checks, and donor reporting;
• Assist in updating procurement and spending plans and budgets.
• Perform other finance-related duties, as required.
4. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
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