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Programme, Administrative and Finance Assistant

Monrovia (Liberia)

  • Organization: UN WOMEN - United Nations Entity for Gender Equality and the Empowerment of Women
  • Location: Monrovia (Liberia)
  • Grade: SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement - Consultancy
  • Occupational Groups:
    • Women's Empowerment and Gender Mainstreaming
    • Operations and Administrations
    • Banking and Finance
    • Project and Programme Management
    • Administrative support
  • Closing Date: 2020-08-14

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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.
 
Reporting to the Women Peace and Security Programme Specialist, the Programme, Administrative and Finance Assistant will work with and provide support to the members of the Women Peace and Security (WPS) Unit in the development and implementation of effective programmes consistent with UN Women rules and regulations. S/he will provide programme, administrative, and logistical assistance to the WPS team for the smooth programme implementation.
 

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, procurement requests 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.
Provide administrative support to the financial management of the programme portfolio of the WPS Unit
  • 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 and preparation of budget and the finances of programmes/projects, and in the preparation of FACE forms;
  • Prepare non-PO vouchers for development projects;
  • Process payment for consultants, as delegated;
  • Create requisitions in Atlas for development projects; register good receipts in Atlas.
Provide administrative support to WPS 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 requested;
  • 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.
  • Organize, compile, and process documentation and information from donors, and programme team as inputs to various databases and documents.
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 Liberia Country Office management and donor purposes;
  • Quality maintenance of internal systems and files;
  • Quality and timely support to programme team.

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
  • 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:
  • Bachelor’s degree in Business or Public Administration is required.
Experience:
  • At least 5 years of progressively responsible experience in administrative and programme management/support;
  • Experience in working in a computer environment using multiple office software packages;
  • Proven experience in supporting a team;
  • Experience in the use of ATLAS is an asset;
  • Previous experience working for the UN is an asset;
Language Requirements:
  • Fluency in English is required;
  • Knowledge of the other UN official working language is an asset.

Disclaimer

UNWOMEN is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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