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UN Women - Operations Assistant

Skopje (Macedonia)

  • Organization: UN WOMEN - United Nations Entity for Gender Equality and the Empowerment of Women
  • Location: Skopje (Macedonia)
  • Grade: SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement - Consultancy
  • Occupational Groups:
    • Women's Empowerment and Gender Mainstreaming
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2021-06-15

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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.

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

Progress of North Macedonia in recent years respecting and promoting Gender Equality is highlighted in a series of international commitments and in national legal and policy frameworks. The main achievements in the field of gender equality and women’s empowerment reside in the Country’s institutional capacity development for the work on gender equality. Indeed, the legal provisions guaranteeing women’s rights and gender equality are largely in place – the Law of Equal Opportunities of Women and Men, the National Action Plan for Gender Equality, the Election Law amendment instituting quotas, the Action Plan for the implementation of UNSCR 1325 (2020-2025), and the ratification of the Istanbul Convention are normative achievements that influence the institutional practice in promoting gender equality in North Macedonia.

However, the Country still copes with deep-rooted, patriarchal stereotypes regarding the role and responsibilities of women and men in the family and in society at large. Women in North Macedonia face a precarious reality – they remain underrepresented in central and local government, have disproportionately limited access to employment, and many are subjected to violence. Gaps in policy development and slow implementation of the adopted legislation constitute important structural obstacles to achieving gender equality. Improvements are needed in both strengthening institutional capacities and enhancing cooperation between the gender mechanisms, the key ministries and civil society organizations in order to increase gender mainstreaming in all aspect of government work - primarily policy development and budgeting - as the means for achieving gender equality.

In line with the European Council’s decision of March 2020 to open accession negotiations with the Country, the Sida-funded “Gender Equality Facility” (GEF) in North Macedonia aims at strengthening the effective implementation of national and international legal frameworks on gender equality and women’s rights, mainstreaming gender equality into EU integration and planning processes for pre-accession assistance, and strengthening institutional mechanisms for gender equality in line with EU standards.

Expert support will be provided for the integration of gender perspectives into sector dialogue, policy revisions and ongoing reforms in line with the National Programme for Adoption of the Acquis (NPAA), recovery programmes, including EU-funded IPA programmes and actions, the Government’s Annual Work Programme, and the strategic planning of line Ministries. Thereby, GEF supports institutions to correctly align with the EU Gender Equality acquis. The intervention will also address challenges in implementation of laws and gender equality policies by providing support for enhancing coordination and monitoring of gender equality policies and measures. In the medium to longer-term, and in line with the EU Gender Equality Strategy 2020-2025 and the Principles of the EU Gender Action Plan III (2021-2025), the Project aims to secure implementation/application of gender equality legislation, policies and standards through policy dialogue, technical expertise and guidance, development and sharing of good practice, and strategic partnerships and cooperation.

The main partners of the Project are the Secretariat for European Affairs (SEA, the main project beneficiary), Instrument for Pre-accession Assistance (IPA) structures, the Equal Opportunities Department at the Ministry of Labor and Social Policy (MLSP), and National Gender Machinery institutions.

The UN Women Office in North Macedonia is seeking to recruit Operations Assistant who will work under the direct supervision of the Project Manager and guidance by the Operations Associate, and overall guidance by the Head of Office.

The Operations Assistant carries out varied and inter-related operational, financial and logistical activities ensuring high quality and accuracy of work. The Operations Assistant is results and client oriented, producing administrative services of the highest quality in a timely and proactive fashion.

Duties and Responsibilities

Provide administration and operations support to the Programme Presence office (PP) in accordance with UN Women rules and regulations and policies and strategies

  • Contribute to an annual workplan for the Operations Team and monitor the implementation and monitoring;
  • Research and draft responses to enquiries for clearance by the Operations Associate
  • Participate in review meetings and provide support to the assessment of the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
  • Assist with technical support and guidance to colleagues on operational issues;
  • Ensure a continuous and up-to-date flow of information between the PP and the RO as needed.
  • Prepare related reports; research and draft responses to enquiries for clearance by the Operations Associate
  • Assist with the pre-audit preparations for the PP to be audit ready and complete the pre-audit checklist;
  • Assist with preparations for internal and external audits and coordinating implementation of audit action plan by drafting periodic status update reports and collating supporting documents.
  • Participate in external and internal meetings, including staff meetings, and prepare reports/minutes;
  • Maintain filing system.
  • Prepares regular delivery rate reports for the Office and projects
  • Support production of financial reports related to project implementation
  • Support production of PDR and utilization expenditure reports

Coordinate and administer procurement processes in accordance with UN Women rules and regulations and corporate policies and strategies

  • Generate procurement related reports; research and draft responses to enquiries; 
  • Providing inputs pertaining to the UN WOMEN participation in the UN Operations Management Team group in the country.
  • Provide assistance in drafting of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders; 
  • Assist with contract negotiations, prepare request for award of contract/amendment for the review and approval of relevant authorities, as required; 
  • Assist in the review procurement processes conducted by projects; submissions to the Procurement Review Committee. 
  • Develop and update the rosters of suppliers, local/international consultants and implementing partners

Assist in coordination of Human Resources services in accordance with UN Women rules and regulations and corporate policies and strategies

  • Support recruitment processes (including support with development of ToRs, publishing vacancy announcements, organizing interview panels, preparing evaluation documents, etc.); 
  • Maintain staffing lists, and reports as required; 
  • Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements); 

Contribute to knowledge sharing

  • Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters; 
  • Compile lessons learnt and best practices in administration, procurement, and human resources. 

Perform other administrative tasks related to services in this ToR as assigned by supervisor

Key Performance Indicators

  • Adherence to UN Women rules and regulations;
  • Quality support to accurate implementation of administrative and procurement processes
  • Provide timely and quality advice to clients; 
  • Timely support to 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:

  • Ability to administer and execute administrative and procurement processes and transactions;  
  • Ability to perform work of confidential nature and handle a large volume of work;  
  • Good knowledge of administrative rules and regulations;  
  • Good IT and web-based management skills;  
  • Ability to extract and interpret data  
  • Ability to priorities work and to multi-task;

Required Skills and Experience

Education and certification:

  • Secondary Education.
  • University Degree in Business, Administration and Finance, would be desirable, but it is not a requirement.

Experience:

  • Min five (5) years (with Secondary education), or, min three (3) years (with Bachelor Degree) of relevant experience in administration, finance, procurement, human resources or logistic support services at the national or international level is required;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.)is required
  • Experience in the use of ATLAS is an asset. 
  • Experience in working with UN or other international organizations is an asset

Language:

  • Fluency in English and Macedonian is required.

Open to national citizens. 

UN Women is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

Interested candidates should submit their applications on-line, through the UNDP Web site www.undp.org.mk. The deadline for submission of application is 15 June. For further requirements, detailed Terms of Reference and a copy of the UN Personal History form (P-11) are available on UNDP Web site www.undp.org.mk . Applications received after the closing deadline will not be considered. No telephone calls please.

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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