Programme and Finance Assistant
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 China Office in Beijing supports and carries out work on (i) enhancing women's economic empowerment; (ii) ending violence against women; and (iii) innovative work to address gender issues in China. In addition to the above, UN Women also actively participates and contributes to various UN inter-agency processes and collaborates with UN organizations around specific programme areas.
Gender-Based Violence (GBV) is one of the most widespread human rights violations worldwide. Cutting across all distinctions of geography, class and ethnicity, it is firmly grounded in unequal power relations between women and men and is reinforced by discriminatory and gender-biased attitudes, norms and practices that both contribute to such violations, and allow them to continue unchallenged.
The overall goal of UN Women China Office’s Ending Violence against Women (EVAW) Program is to reduce GBV and discrimination against vulnerable groups by supporting a comprehensive approach that includes the adoption and implementation of laws and policies, strengthening multi-sectoral responses, improving availability and accessibility of quality services, as well as addressing root causes of GBV and discrimination.
Reporting to the EVAW Project Coordinator, the Programme and Finance 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. The Programme and Finance Assistant provides programme, administrative, and logistical assistance to the team for the smooth programme implementation.
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, including tracking the delivery of funds;
- Provide administrative support to the executing agencies / responsible parties on routine delivery and reporting of programme supported activities and finances;
- Provide administrative support 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, in collaboration with the Programme Team
2. 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 fund;
- Ensure the operational and financial closure of projects;
- Provide administrative support in monitoring and preparation of budget and the finances of programmes/projects;
- Monitor preparation of FACE forms and supporting documents by responsible parties and provide quality assurance;
- Prepare non-PO vouchers for development projects;
- Process payments, as delegated;
- Create requisitions in Atlas for development projects; register good receipts in Atlas.
3. 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;
- Draft minutes in meetings, as delegated;
- Assemble briefing materials and prepare power-point and other presentations, in collaboration with the Programme Team;
- Organize and coordinate filing of documents; maintain mailing lists.
4. Provide administrative support to resource mobilization
- Organize, compile, and process documentation and information from donors, and programme team as inputs to various databases and documents.
5. Facilitation of knowledge building and knowledge sharing
- 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 administrative and logistical support to events, workshops, and missions;
- Full compliance of administrative activities with UN Women rules, regulations, policies and procedures;
- Timely and accurate tracking of data for office management and donor purposes;
- Quality maintenance of internal systems and files;
- Quality and timely support to programme team.
- Respect for Diversity;
- Awareness and Sensitivity Regarding Gender Issues;
- Creative Problem Solving;
- Effective Communication;
- Inclusive Collaboration;
- Stakeholder Engagement;
- Leading by Example.
- Knowledge of programme management;
- Ability to create, edit and present information in clear and presentable formats;
- Ability to manage data, documents, correspondence and reports, information and workflow;
- Good financial and budgeting skills;
- Good IT skills.
Required Skills and Experience
Education and certification:
- Completion of secondary education required.
- Bachelor’s degree in Business, Public Administration or related field is an asset.
- At least 5 years of progressively responsible experience in administrative 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 is an asset.
- Fluency in English and Chinese is required;
- Knowledge of the other UN official working language is an asset.