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 Women Fiji Multi-Country Office is based in Suva, Fiji and works alongside over 20 other UN agencies in the region and in 14 countries: Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Nauru, Niue, Palau, Republic of Marshall Islands, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu and Vanuatu. 

 Under its Strategic Note 2018-2022, UN Women Fiji MCO focuses on delivering on four interlinked programme areas underpinned by support for intergovernmental and normative processes:  

  • Women’s Political Empowerment and Leadership 
  • Women’s Economic Empowerment 
  • Ending Violence against Women 
  • Gender and Protection in Humanitarian Action and Disaster Risk Reduction 

 Ending Violence Against Women and Girls / EVAWG

The Pacific has some of the world’s highest reported rates of violence against women, with studies showing that up to 68% of women are affected. To respond to the rates of violence in the Pacific, UN Women has developed a comprehensive EVAW programme which takes a transformative approach to prevent violence against women and girls at multiple levels (regional, national and community), and to ensure survivors have access to quality response services. 

UN Women’s EVAW programme is implemented under the Pacific Partnership to End Violence Against Women and Girls (hereafter referred to as ‘Pacific Partnership’), a new, four and a half year (2018-2022) programme which brings together governments, civil society organizations, communities and other partners to change the social norms that allow violence against women and girls to continue; to ensure survivors have access to quality response services; and to support national and regional institutions to meet their commitments to gender equality and prevention of violence against women and girls. The Pacific Partnership is funded primarily by the European Union (EU) with targeted support from the Australian Government and UN Women supporting directly UN Women’s programmatic interventions under the programme. 

Women Economic Empowerment/ Markets for Change 

The Markets for Change (M4C) Project promotes gender equality through the economic empowerment of women market vendors in Fiji, Samoa, Solomon Islands and Vanuatu. Kiribati being the latest country to be included in the M4C project.  The project brings together governments, market vendors and market vendor associations, civil society organizations and UN agencies. M4C is implemented by UN Women in partnership with UNDP, and the Governments of Australia and Canada.

Reporting to the EVAWG Programme Coordinator in Kiribati and M4C National Project Coordinator – Kiribati, the Programme Associate works with and provides support to the members of the Kiribati Pacific Partnership / UN Women Programme Team in the development and implementation of effective programmes consistent with UN Women rules and regulations. S/he contributes to research, financial management, procurement, HR and programme implementation including providing necessary operational, administrative and programmatic support. 

The Programme Associate further supports the Fiji based EVAWG and M4C Programme Teams and the Programme Management Support Specialist and Finance Officer in their coordination roles towards the Pacific Partnership Programme and the M4C Project.  The Programme Associate works in close collaboration with the operations, programme and projects staff in the Fiji UNW MCO and Kiribati Office Team as required.

Scope of Work:

Provide advanced administrative and logistical support to the formulation and management of programmes:

  • Provide administrative support and inputs in the preparation of the Kiribati Pacific Partnership (Outcome 2) and M4C programme work plan, budget, and proposals on programme implementation arrangements;
  • Coordinate the collection of information for the audit of programmes/ projects and support implementation of audit recommendations; 
  • Develop or update standard operating procedures, guidelines, checklists, templates and business processes in programme and project management to support implementing partners;
  • Identify sources, and gather and compile data and information for documents, guidelines, speeches and position papers;
  • Provide Secretariat services, including organizing and taking notes for Programme Coordination Committee meetings, partners meetings, project review and/or evaluation meetings, as needed.

Provide advanced administrative support to the financial management of the Programme Unit in close collaboration with the Finance Officer:

  • 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;
  • Monitor budget preparation and the finances of the Kiribati EVAW and M4C programme; prepare periodic reports; finalize FACE forms;
  • Review financial reports of partners; prepare non-PO vouchers for development projects;
  • Maintain compliance to internal expenditures control system; post transactions in Quantum;
  • Create requisitions in Atlas for development projects; register good receipts in Quantum;
  • Prepare and follow up of cost-recovery bills in Quantum.

Provide advanced administrative support to the Kiribati EVAWG and M4C Teams, in close coordination with the MCO Operations Team:

  • Oversee all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
  • Oversee travel arrangements for the EVAWG and M4C Programme Teams, including travel requisitions and claims; 
  • Prepare public information materials and briefing packets;
  • Liaise with high level officials on administrative issues; 
  • Prepare and assemble briefing materials and prepare power-point and other presentations; contribute inputs to the materials;
  • Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items; 
  • Lead the preparation of procurement plans for the office and monitor their implementation;
  • Generate procurement related reports; research and draft responses to enquiries;
  • Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;
  • Organize procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders;
  • Support the coordination of contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required;
  • Prepare Purchase Orders (PO) and contracts in and outside Quantum, create supplier profiles in Quantum;
  • Review procurement processes conducted by the EVAW and M4C Programmes; submissions to the Procurement Review Committee.

Provide administrative support to Resource Mobilization: 

  • Prepare cost-sharing and other agreements; follow up on contributions within the MCO resource mobilization efforts;
  • Enter cost-sharing agreements in DAMS;
  • Organize, compile and process information from Programme donors and programme team, as inputs to various databases and documents.

Facilitation of knowledge building and knowledge sharing:

  • Support synthesis of lessons learnt, and best practices related to programme management and finance;
  • Coordinate the organization of training for the office staff and partners on programme and operations related issues.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisor / Managerial Responsibilities:

N/A.

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:

  • Strong knowledge of programme management; 
  • Ability to create, edit, synthesize and present information in clear and presentable formats; 
  • Ability to administer and execute administrative processes and transactions; 
  • Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems; 
  • Ability to manage data, documents, correspondence and reports information and workflow;
  • Excellent financial and budgeting skills;
  • Excellent IT skills.

Minimum Qualifications:

Education and Certification:

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

Experience:

  • At least 7 years of progressively responsible experience in administration or programme management/support.
  • Experience in working in a computer environment using multiple office software packages.
  • Experience in the use of Quantum/ Oracle is an asset.
  • Experience in supporting a team.
  • Previous experience working in the UN system is an asset.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and spreadsheet and database packages, and experience in handling web-based (ERP System, preferably Oracle Cloud ) management systems is desirable and required.
  • Familiarity with Pacific countries and cultures, especially in Kiribati.

Languages:

  • Fluency in written and spoken English is required.
  • Knowledge and understanding of the local language in the duty station 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 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.)

How to Apply:

  • All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: https://www.unwomen.org/en/about-us/employment/application-process 
  • 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. 
  • Only shortlisted candidates will be notified.

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.

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Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.