Programme Assistant - Rule of Law (Re-advertisement)

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.

UN Women’s thematic engagement in Somalia is based on the global flagship on ‘Women’s Engagement in Peace, Security and Recovery’, as continuing fragility provides the main context of all engagements. Insecurity and fragility are further the main obstacles for women to seek equality and to prosper. UN Women’s programming and technical guidance aims to support women to become actors in the provision of security and resources for peace. Programme interventions are conducted through programmes on Women, Peace and Security, Rule of Law and Women’s Political Leadership and Empowerment. In addition, UN Women works on gender mainstreaming across all UN Agencies, Funds and Programmes and UNSOM through a Joint Programme on Enablers. Engagement with the Federal Government in Somalia and Federal Member States as well as key NGO and civil society actors continues.

The Somalia Joint Rule of Law Programme is the first UN Joint Programme developed under the United Nations Multi-Partners Trust Fund (UNMPTF) in Somalia. Aligned to the priorities and principles spelled out in the Somali Compact (replaced by National Development Plan 2017-2019), the Joint Rule of Law Programme aims at supporting the Federal Government of Somalia (FGS) and responding to the ISF towards achieving some of its objectives under PSG2 on Security and PSG3 on Justice.

Reporting to Programme Specialist, 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 contributes to research, financial management, and programme implementation including providing necessary operational, administrative and programmatic support. The Programme Assistant works in close collaboration with the operations, programme and projects’ staff in the regional office and UN Women HQs as required for resolving complex finance-related issues and exchange of information.

Duties and Responsibilities

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

• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
• Provide technical guidance to the implementing partners on routine delivery and reporting of programme supported activities and finances;
• Prepare information for the audit of programmes/ projects and support implementation of audit recommendations; 
• Review programme data from programmes/ projects for the country website;
• Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.

Provide administrative support to the financial management of the Programme Unit

• Create projects in Atlas, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project;
• Provide administrative support in monitoring budget preparation and the finances of programmes/projects; including the finalization of FACE forms;
• Review financial reports; prepare non-PO vouchers for development projects;
• Process payment for consultants;
• Maintain internal expenditures control system;
• Create requisitions in Atlas for development projects; register good receipts in Atlas;
• Assist in the preparation and follow up of cost-recovery bills in Atlas.

Provide administrative support to the Programme Unit

• Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
• Make travel arrangements for the Programme Team, including travel requisitions and claims; 
• Prepare public information materials and briefing packets; 
• Assemble briefing materials and prepare power-point and other presentations;
• Provide guidance and training to implementing partners as needed.

Provide administrative support to Resource Mobilization

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

Facilitate knowledge building and knowledge sharing

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

Competencies

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.

Core Values:

• Respect for Diversity;
• Integrity;
• Professionalism.

Core Competencies:

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

Functional Competencies:

• 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

Education and certification:

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

Experience:

• 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.

Language Requirements:

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

FEMALE CANDIDATES ARE HIGHLY ENCOURAGED TO APPLY.