Programme Assistant - WMC
Port Moresby (Papua New Guinea)
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.
Under its Strategic Note 2018-2022; PNG Country Office focuses on delivering programmes under four thematic areas;
- Women’s leadership and political participation
- Ending Violence Against Women
- Women, Peace, Security and Humanitarian Actions
- Global Norms, Policies and Standards
UN Women is implementing a project titled “Women Make the Change” under its thematic area 1 of Women’s Leadership and Political Participation. This project aims to contribute towards the longer-term outcome of women’s full and effective participation in equal opportunities for leadership at all levels of decision-making in political and public life. In order to achieve the longer-term outcome; the project will contribute towards four sub-outcome areas:
Outcome 1: Legal and Policy frameworks promote gender balance throughout the electoral cycle
Outcome 2: A cadre of interested, diverse and capable women political leaders is formed at national and sub-national levels
Output 3: Significantly increased perception of women as equally legitimate and effective political leaders as men
Output 4: Women are promoted as leaders in gender sensitive political institutions
Implementing partners of the project include Department of Community Development and Religion, Bougainville Women’s Federation and UNDP
Under the supervision of the Technical Specialist for Women Make Change, the Programme 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. S/he contributes to the financial management and implementation of the programme, including providing necessary operational, administrative and programmatic support. The Programme Assistant works in close collaboration with the operations, programme and project staff in the Country Office and UN Headquarters as required for resolving complex finance-related issues and exchange of information.
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;
- Provide Secretariat support for appraisal of project documents.
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 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;
- Maintain internal expenditures control system;
- Process payment for consultants, as delegated;
- Create requisitions in Atlas for development projects; register good receipts in Atlas;
- Assist in the preparation and follow up of cost-recovery bills 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;
- Manage, organize and coordinate filing of programme documents (on SharePoint and physical); maintain mailing lists.
- Perform other administrative tasks as assigned by supervisor.
4. Provide Human Resources related support
- Provide support in preparing contracts for consultants and setting up vendors
- Provide support in preparing quarterly human resource plans for the programme
- Provide advice and assist in local recruitment in programmes/projects
- Maintain and update internal database and files for Consultants under Programme
- Assist programme team to adhere to HR compliance duties.
- Provide regular recruitment status reports
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.
- 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:
- Diploma in Business, Finance or Public Administration
- Bachelor’s degree in Business, social science, Finance or Public Administration is an asset.
- At least 2 years of progressively responsible experience in administrative, HR 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;
- Demonstrated ability to support a team, multi-task, and prioritize competing demands.
- Fluency in written and spoken English as well as in local language (Tok-Pisin) is required
- Knowledge of the other UN official working language is an asset.