Programme Assistant

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.

Placing women’s rights at the centre of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

UN Women Mozambique focuses its interventions on women’s economic empowerment, participation and democratic governance, combating violence against women, among others. In this context, it puts a strong focus on young women’s economic empowerment as part of the strategy to promote sexual and reproductive health and rights. Additionally, it favours girls and young women in the development of high-profit initiatives and labour market opportunities at district and provincial levels.

Evidence show the positive effect of girls and young women’s economic empowerment on their agency, and consequently on their health, uptake of health care services, number of children, health of their children etc. Based on the fact that young women’s capacity to bring about economic change for themselves is increasingly viewed as the most important contributing factor to achieving equality

between women and men, Rapariga Biz anticipates that a stronger emphasis on providing economic opportunities for the target group will assist in addressing the inequalities present in the geographic areas fueling the vulnerabilities and marginalization of girls and young women.

Under the overall guidance and direction of the Programme Officer (supervisor), the Programme Assistant will work closely with the programme and operations team, Provincial Government, UN Agencies involved in the Rapariga BIZ (e.g. UNFPA, UNICEF and UNESCO) and civil society to ensure the technical direction and implementation of the project are maintained and key outputs are achieved in a cost effective and timely manner.

The Programme Assistant works with and provides support to the members of the Programme Team in the development and implementation of the Rapariga Biz result on: “Girls and Young Women in safe Spaces in Zambézia Province are economically empowered.” Drawing on the lessons learned from on-going efforts in Nampula to ensure girls and young women, as well as mentors are offered economic empowerment opportunities, UN Women seeks to ensure that tailor-made activities are implemented for the local context in Zambézia. The Programme Assistant will provide support and assistance to the team to ensure effective programme implementation in line with UN Women rules and regulations and in coordination with involved agencies.

Under the guidance and supervision of the Programme Officer, the Programme Assistant supports the project operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Programme Assistant promotes a client, quality and results-oriented approach. The Programme Assistant works in close collaboration with the Rapariga Biz project staff and the Operations team to ensure consistent service delivery including UN Women Country and Regional Offices.

Duties and Responsibilities

1.    Programme Management Support 

• Provide programme and administrative support to the programme team in the preparation of various programme documents, such as work plans, budgets, MoU, reports 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 relevant to young women economic empowerment for the preparation of documents, guidelines, and other material as required.

• Assist the programme team in reviewing and preparing documentation on the procurement of goods and services, and support contract tracking.

• Help the team in providing guidance to the country and project offices on routine implementation of the project, tracking use of financial resources.

• Review of contributions agreement, managing contributions in financial management platform (Atlas).

  2. Financial Management Support   

• Use Atlas to prepare required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of the project.

• Create requisitions in Atlas for receipt of goods and services, including making budget check for requisitions, POs and vouchers.

• Support the programme team in the financial management of the project.

• Organize, compile and process information from the donor as well as from the programme team, and keep track of the information through databases and e-filing.

• Support the programme team in the tracking of and reporting on mobilized resources.

  3.    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.

• Create and maintain files of correspondence/documents and electronically received information, and ensure up-to- date filing. Maintain both hardcopies and electronic copies of the office records and reference files on various subjects.

• Prepare presentation material/slides in Power-point for presentations for the meetings/workshops and keep all papers ready for meetings.

  4.  Supports knowledge building and knowledge sharing in the CO and with relevant UN Women and Rapariga Biz agencies focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff on programme;

• Contributions to knowledge networks and communities of practice;

• Facilitate the exchange of information with relevant UN Women stakeholders working on the Rapariga Biz;                            Effectively coordinate with UNFPA, UNICEF and UNESCO CO Offices for matters related to the project implementation.

Competencies

CORE VALUES / GUIDING PRINCIPLES

Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

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

Development/programming skills particularly those that are pertinent to UN Women strategic priorities on gender issues and women’s economic empowerment

Ability to support formulation, implementation, monitoring and evaluation of development programmes and projects

Knowledge of Results Based Management principles and approaches

Ability to maintain networks and partnerships with UN agencies and other international partners to promote partnership and build alliances to advance organizational interests and competencies  

Demonstrated good oral and written communication skills

Knowledge of and experience in gender mainstreaming in private sector supply chain, and sexual and reproductive health and rights is an asset

Experience in working and collaborating with government (Ministries of Gender, Children and Social Action, Ministry of Trade and Industry, Ministry of Youth and Sports, etc.)

Initiative and strong leadership skills

Result and client-orientations

Willingness to travel as appropriate, mainly to districts in Zambézia.

Required Skills and Experience

Bachelor Degree in Business Managment, Public Administration or related field

Work Experience:

3 years of progressively responsible experience with administrative and/or programmatic tasks.

Experience in working in a computer environment using multiple office software packages. Experience in working with ATLAS is an advantage.

Work experience in administrative support of development programme/project is an advantage.

Work experience within the UN system is an asset.

Fluency in English and Portuguese (written and spoken) is required.

Knowledge of local languages (Chuabo and lómwè) is an asset.