Programme Associate Consultant
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.
Reporting to the Programme Specialist Moroto Sub Office, the Programme Associate works with and provides support to the members of the Programme Team in the development and implementation of the project “Karamoja United Nations HIV Programme (KARUNA-HP) 2016-20” which will contribute to the reduction of new HIV infections amongst women, adolescents and young people (10-24 years) in the Karamoja sub-region. S/he provides support to the effective delivery of other programmes consistent with UN Women rules and regulations and 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 and projects’ staff in the CO and UN Women HQs as required for resolving complex finance-related issues and exchange of information.
Duties and Responsibilities
- Provide technical and logistical support to the formulation and management of programmes
- Provide technical and administrative support to the implementation of all the UN Women HIV/AIDS projects in the region;
- Provide timely logistical support to the organization of workshops, events and other activities by UN Women using established procedures and guidelines
- With guidance form the Programme specialist in Moroto, prepare activity budgets, participant lists to workshops and submit good quality activity reports;
- Maintain existing partnerships including government, civil society organizations, international organizations, UN agencies, and donors;
- Serve as UN Women liaison officer with stakeholders and partners from District Local Governments, Faith Based Institutions, Cultural Institutions, Women’s groups with Groups/organizations, CSOs and experts on matters related to HIV and AIDS work;
- Assist the Programme Specialist and the HIV & Gender Specialist in the preparation of annual work and implementation plans, preparation of regular progress reports (routine, quarterly and annual reports);
- Support the Programme Specialist in Moroto and the HIV & Gender Specialist in monitoring the performance of partners under partnership agreements with UN Women in the Karamoja region;
- Perform any other tasks assigned by the Program Specialist in Moroto and the HIV & Gender Specialist;
- Ensure full compliance with operational UN Women rules and regulations in terms of programming, procurement; human resources and finance;
- Support work that may lead to development of new UN Programme led by UN Women led or where UN Women is a partner.
- Provide administrative support to the financial management of the Programme Unit
- Support and coordinate all logistical needs as related to the proper implementation of the project (Travel authorization, accommodation, transportation) and ensure Travel Claims are properly filled and original documents kept on file;
- Manage filing of project correspondence received and generated by the office, ensure correct distribution, monitor and track correspondence to ensure responsiveness;
- Provide general advice and information on UN rules and regulations and ensures that project operations are in compliance with these rules/regulations;
- At the direction of the supervisor draft correspondence on various issues
- Prepare public information materials and briefing packets;
- Assemble briefing materials and prepare power-point and other presentations
- 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.
Key Perfomance 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.
- Timely delivery of the HIV/AIDS programme by all partners in the Karamoja region
- Timely support to HIV/AIDS partners for financial and technical reporting;
- Timely and efficient management of logistics and administrative arrangements for all UN Women executed workshops and meetings in Karamoja sub region;
- Timely submission of high quality reports for all meetings and workshops conducted by the programme in Karamoja
- Updated register of all HIV/AIDS partners in Moroto and the nature of their work productivity and effectiveness of the office work increased and enhanced through compliance by the office to global ICT policies and strategies;
- Efficient record keeping for all HIV/AIDS programme files and documents;
- Timely response to all correspondence from HIV/AIDS partners with guidance from the Head of Sub Office
- 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
Education and certification:
- Completion of secondary education required.
- University degree in (social sciences, gender studies, political science, Public Health, Development Studies or related subjects) with recent experience in handling HIV/AIDS related community level assignments
- At least 3 years of progressively responsible experience in HIV Administration or programme management/support;
- Experience in working in a computer environment using multiple office software packages;
- Experience in supporting a team.
- Teamwork, a collaborative spirit and the ability to inspire and motivate others to achieve established goals;
- Ability to multi-task in situations that warrant such, without losing focus on the objectives and priorities set;
- Ability to respect individual/cultural differences;
- Capacity to respond constructively to feedback and correction;
- Client-oriented readiness to provide support based on knowledge about the needs of counterparts;
- Excellent computer skills (at least: MS Word, Excel, and Power Point skills)
- Fluency in English is required
- Knowledge of the other UN official working language is an asset.
Submission of Application Procedure:
Interested National consultant need to submit the following documentation in support of their application:
- One cover letter: Explaining why the candidate is the most suitable for the work;
- UN Women Personal History Form (P11), which can be downloaded at http://www.unwomen.org/about-us/employment;
- Proposed approach/methodology and envisioned work plan
- Financial proposal Indicating all-inclusive fixed total contract price, supported by a breakdown of costs, as expected to meet the objectives of the assignment.
- The travel costs will be as per UN Standard Regulations.
- Please group all your documents into one (1) single PDF document as the system only allows to upload maximum one document;