Project Associate (Markets for Change / M4C) (Open to Solomon Islands Nationals ONLY)
Honiara (Solomon Islands)
The United Nations Entity for Gender Equality and the Empowerment of Women (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 Women provides support to Member States’ efforts and priorities in meeting their gender equality goals and for building effective partnerships with civil society and other relevant actors.
The UN Women Fiji Multi-Country Office (MCO) covering the Pacific sub-region has four main thematic areas:
- Ending Violence against Women (EVAW);
- Improving Women’s Economic Empowerment (WEE);
- Women’s Political Empowerment and Leadership; and
- Gender and Protection in Humanitarian Action
The Markets for Change - Fiji, Solomon Islands and Vanuatu Project (hereinafter referred to as the M4C project) is a six-year initiative aimed at ensuring that marketplaces in rural and urban areas are safe, inclusive and non-discriminatory environments, promoting gender equality and women’s empowerment.
The M4C project aims to promote the gender, social and economic empowerment of market vendors, with specific attention to the needs and aspirations of women market vendors. Through the creation of representative groups in marketplaces, a focus on economic security, the strengthening of local government institutions, procedures and development approach, and the design and building of gender-responsive infrastructure, market vendors will be able to influence decision-making on market management and resource allocation, supporting the economic and social empowerment of market vendors, and the advancement of women market vendors. In Fiji, a total of 10 markets will be reached over the course of the Project. Evidence to date underlines support by local government and market management.
M4C project will use a multi-sectoral approach to build on previous work done by UN Women, and other UN agencies and partners, to strengthen the present network of market vendors, empower women market vendors and create an enabling environment for their growth. M4C will also support gender-responsive infrastructure regarding market extensions and refurbishment. The Markets for Change projects is implemented by UN Women, with UNDP acting as the Responsible Party for the delivery of Outcome 2.
Under the overall guidance and supervision of the M4C Solomon Islands Project Manager, the M4C Project Associate assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. The M4C Project Associate promotes a client, quality and results-oriented approach.
Reporting to the M4C Solomon Islands Project Manager, the Programme Associate 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 contributes to logistical and financial management, and programme implementation including providing necessary operational, administrative and programmatic support. The Programme Associate works in close collaboration with the operations, programme and projects’ staff in the RO/MCO/CO and UN Women HQs as required for resolving complex finance-related issues and exchange of information.
Duties and Responsibilities
Provides effective support to management of the M4C Project in Solomon Islands focusing on the achievement of the following results:
- Support the financial management of the project;
- Assist and provide guidance to the M4C Project on routine implementation and tracking of financial resources;
- Assist and provide necessary required information to any audit requirement of the project and support implementation of audit recommendations;
- Organize, compile and process information from donors, the Fiji Multi Country- Office, and project team, as inputs to various databases and documents;
- Support the Project team in the tracking and reporting on mobilized resources.
Provides administrative, secretarial, financial and operational support to the M4C Project in Solomon Islands focusing on achievement of the following results:
- Preparation of non-PO vouchers;
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
- Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
- Making budget checks for requisitions, POs and vouchers.
- Creation of requisitions in Atlas and budget check for requisition, registration of goods receipt in Atlas, preparation of budget and upload of supporting document, processing payment request and preparation of Atlas reports;
- Assist in checking the supporting documents for payments and financial reports for the Project, including payment execution and monitoring payment status;
- Preparation and handling the routine correspondence related to general administration, procurement, financial and personnel matters; faxes, memoranda and reports in accordance with UN Women rules and procedures;
- Administrative and logistic support to organization of conferences, training workshops, retreats, missions;
- Ensure all supporting documents on financial transactions are secured and properly filed;
- Liaise with stakeholders’ focal point in following up on FACE forms;
- Develop an efficient filing system to keep all relevant information;
- Support the drafting of minutes, invitation letters and preparation of document for meeting and its distribution for M4C Fiji.
Ensures facilitation of knowledge building and knowledge sharing in the M4C Project in Fiji focusing on achievement of the following results:
- Provide support in creating knowledge hub for M4C Project through proper filing and document management;
- Provide support to the facilitation / organizing of trainings for the projects staff;
- Synthesis of lessons learnt and best practices;
- Sound contributions to knowledge networks and communities of practice;
- Use UN Women MCO share point as repository site by uploading all critical documents and correspondence;
- Maintain copies of mission reports and prepare tracking sheet for follow up actions and document repository;
- Maintain record of narrative and financial reports, audits, monitoring plans, minutes, agreements, etc.
- Maintenance of files, filing systems to audit ready standards.
Key Performance Indicators:
- Timely and accurate support to events, workshops, and missions;
- Full compliance of administrative activities with UN Women rules, regulations, policies and procedures;
- Timely recording of overall programme unit finances;
- Timely and accurate tracking of data for CO management and donor purposes;
- Quality maintenance of internal systems.
- Respect for Diversity;
- Awareness and Sensitivity Regarding Gender Issues;
- Creative Problem Solving;
- Effective Communication;
- Inclusive Collaboration;
- Stakeholder Engagement;
- Leading by Example.
- Good knowledge of programme management;
- Ability to administer and execute administrative processes and transactions;
- Ability to create, edit and present information in clear and presentable formats;
- Ability to manage data, documents, correspondence and reports information and workflow;
- Strong financial and budgeting skills;
- Strong IT skills.
Required Skills and Experience
- Completion of secondary education required;
- Bachelor’s degree in Business or Public Administration is an asset.
- At least 6 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 ATLAS is an asset;
- Experience in supporting a team.
- Fluency in English is required;
- National language of the duty station is an asset;
- Knowledge of another UN official working language is an asset.