Programme Associate-Cox’s Bazar Sub-Office in Bangladesh

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 in Bangladesh is supporting the Government of Bangladesh with the Rohingya humanitarian crisis response. UN Women has developed a humanitarian response programme in partnership with the Ministry of Women and Children Affairs to meet the specific needs of the most vulnerable and marginalized Rohingya Refugee Women and Girls and the women and girls in the host communities affected by the refugee influx in Cox’s BazarThe objective of the programme is to ensure protection, as well as equitable and safe access to and benefit from urgent life-saving humanitarian assistance and information to the most vulnerable, and marginalized Rohingya women while assisting them to live with dignity. The programme also promotes women’s participation and leadership in the camps and host community and peace and social cohesion building activities. UN Women co-chairs the Gender in Humanitarian Action Working Group for the Rohingya Refugee Response with UNHCR to promote gender-responsive humanitarian action across humanitarian agencies in Cox’s Bazar, and  established a sub office in Cox’s Bazar in January 2018 to reinforce management of programmes in Cox’s Bazar district.

Under supervision of the Head of sub office, 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 research, financial management, and programme implementation including providing necessary operational, administrative and programmatic support. The Programme Associate works in close collaboration with the operations, programme , projects’ staff in the Bangladesh Country Office and Cox’s Bazar Project Office and UN Women HQs as required for resolving complex finance-related issues and exchange of information.

Duties and Responsibilities

1.    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 support to Cox’s Bazar Sub-Office, Bangladesh CO and executing agencies 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;  
• Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.
• Provide any other support to implementing partners, including liaising, coordinating and communicating programme activities, disbursement of payment through the FACE form, reviewing reports and following up as necessary
• Monitor schedule of implementation of project activities and budgets and expenditures. Raise issues with Head of Office when necessary.
• Gather and integrate data on Programmes into system,

2.    Provide administrative support to the financial management of the Sub-Office programme/projects:

• 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;
• 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.

3.    Provide administrative support to the Sub-Office:

• Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
• Make travel arrangements for the Sub-Office team, including travel requisitions and claims;  
• Prepare public information materials and briefing packets;  
• Assemble briefing materials and prepare power-point and other presentations;
• Provide administrative and logistical support to the coordination with HQ, RO, CO on system approvals and submission of reports

4.    Provide administrative support to Resource Mobilization:

• Support Bangladesh CO with preparation of  cost-sharing and other agreements; follow up on contributions within the Bangladesh CO resource mobilization efforts;
• Organize, compile and process information from donors, Bangladesh CO, and programme team, as inputs to various databases and documents, including RMS, ATLAS, LEADS, DAMS and Gate

 5.    Facilitate knowledge building and knowledge sharing:

• Provide administrative support to 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.

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.

Competencies

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:

• 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.

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 Bangla is required;
• Knowledge of Chittagonian is an asset.

Application:

• All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/en/about-us/employment;
• 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.