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Programme Assistant

Bratislava

  • Organization: UNWOMEN - United Nations Entity for Gender Equality and the Empowerment of Women
  • Location: Bratislava
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Development Cooperation and Sustainable Development Goals
    • Administrative support
    • Women's Empowerment and Gender Mainstreaming
  • Closing Date: Closed

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 Programme Assistant works with and provides support to the members of the Programme Team in the development and implementation of effective programmes consistent with UN Women rules and regulations.  S/he provides programme and administrative assistance to the team for the smooth programme implementation.

Duties and Responsibilities

Summary of Key Functions:

Programme Management  Support:

  • Provide programme and administrative support to the programme team in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
  • Under the guidance of the supervisor, assemble briefing materials and prepare power-point and other presentations for the programme unit;
  • Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers;
  • Assist the programme team in the audit of programmes/projects and support implementation of audit recommendations;
  • Help the team in providing guidance to the executing agencies on routine implementation of projects, tracking use of financial resources.

Financial Management Support:

  • Create projects in Atlas, prepare required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project; 
  • Create requisitions in Atlas for development projects registers of goods receipt in Atlas;
  • Support the Programme Team in the financial management of Programmes;
  • Organize, compile and process information from donors, and programme team, as inputs to various databases and documents;
  • Support the Programme team in the tracking and reporting on mobilized resources.

Administrative Support to the Programme Unit:

  • Provide administrative support to the Programme Team in the organization of events, meetings and workshops etc;
  • Make travel arrangements for the Programme Team and Project staff including preparation of travel requisitions and claims;
  • Draft non-substantive correspondence;
  • Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials;
  • Organize and coordinate filing of correspondence/documents and ensure up-to- date filing. Maintain both hardcopies and electronic copies of the office records and reference files on various subjects;
  • Create and maintain appropriate folders for reference materials received electronically;
  • Prepare presentation material/slides in Power-point for presentations for the meetings/workshops and keep all papers ready for meetings.

Impact of Results:

The key results have an impact on the efficiency of the Programme Unit and success in implementation of programme strategies.  Accurate data entry and presentation of information ensure proper programme implementation.

Competencies

Core Values / Guiding Principles:

  • Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct;
  • Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work;
  • Cultural sensitivity and valuing diversity: Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core Competencies:

  • Ethics and Values: Demonstrate and safeguard ethics and integrity;
  • Organizational Awareness: Demonstrate corporate knowledge and sound judgment;
  • Development and Innovation: Take charge of self-development and take initiative;
  • Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds;
  • Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication;
  • Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others;
  • Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution;
  • Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge;
  • Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making.

Functional Competencies:

  • Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the Programme unit including logistical support;
  • Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems;
  • Creates, edits and presents 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 possibly under time constraints;
  • Ability to establish, build and sustain effective relationships with clients, demonstrating understanding of client's 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.

Required Skills and Experience

Education: 

  • Completion of secondary education is required. University degree (or equivalent) in Business or Public Administration or related field is an asset.

Experience: 

  • 5 years of progressively responsible experience with administrative tasks;
  • Experience in working in a computer environment using multiple office software packages, experience in ATLAS an advantage.

Language Requirements: 

  • Fluency in English is required. Working knowledge of another UN official language is an asset.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
This vacancy is now closed.
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