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Programme and Administrative Assistant

Osh | Bishkek

  • Organization: UNDP - United Nations Development Programme
  • Location: Osh | Bishkek
  • Grade: Consultancy - SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Project and Programme Management
  • Closing Date: Closed

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.

The programme is focused on institutional capacity building of WCSOs and creating a conducive environment for their participation in strategic level decision-making as a basis for addressing climate security leading towards sustaining peace in Kyrgyzstan.

The outcome of the programme is ‘Women civil society organizations in Kyrgyzstan mitigate climate-related security risks in target localities and national level contributing towards sustained peace.’

The outcome of the programme will be achieved through three interlinked outputs focusing on: 1) strengthening the institutional capacities of WCSOs engaged in peacebuilding especially in the South of the country, 2) supporting central and local government in creating sustainable and inclusive mechanisms and practices for partnering with WCSOs, and 3) creating opportunities to test new ways of collaboration WCSOs and the Government towards mitigating climate-related security risks and thus contributing to sustaining peace.

Under the overall guidance and direct supervision of Programme Coordinator/ Head of Filed Office, the Programme and Administrative Assistant provides programme  and administrative support services ensuring high quality, accuracy, and consistency of work. The Programme and Administrative  Assistant works in close collaboration with the Operations Manager and Operations Team and Programme Staff in the office as required to exchange information and support programme delivery. Programme and Administrative assistant promotes a client, quality and results-oriented approach.

Duties and Responsibilities

Provide administrative and logistical support to the formulation and management of programmes:

  • Provide administrative support in the preparation of GPI programme and other Country Office projects work plans, budgets, and proposals on GPI programme and other Country Office projects implementation arrangements, including tracking the delivery of funds;
  • Provide administrative support to the executing agencies / responsible parties on routine delivery and reporting of GPI programme and other Country Office projects supported activities and finances.
  • Provide administrative support for the audit of GPI programmes and other Country Office projectsand 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 GPI Programme team.

Provide administrative support to the financial management of the GPI Programme Unit

  • Prepare budget revisions, revise programme awards and status; and determine unutilized funds and the operational and financial close of a programme
  • Provide administrative support in monitoring and preparation of budget and the finances of GPI programme and other Country Office projects and in the preparation of FACE forms.
  • Prepare non-PO vouchers for development programmes;
  • Process payment for consultants, as delegated;
  • Create requisitions in Quantum for development programmes; register good receipts in Quantum.

 Provide administrative support to the GPI Programme Unit

  • Undertake all logistical, administrative, and financial arrangements for organization for meetings, workshops, events, and missions.
  • Make travel arrangements for the GPI Programme  and other Country Office projects 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 GPI Programme team.
  • Organize and coordinate filing of documents; maintain mailing lists.

Provide administrative support to resource mobilization

  • Organize, compile, and process documentation and information from donors, and GPI programme team and other Country Office projects 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.
  • Perform any other tasks are assigned by the Management which required for the smooth running and success of the County Office implementation.

Competencies

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 programme management and donor purposes;
  • Quality maintenance of internal systems and files;
  • Quality and timely support to GPI programme team.

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:

  • Completion of secondary education required.
  • Bachelor’s or higher degree in Business or Public Administration is an asset.

 

 

      Experience:

  • At least 3 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 ERP system application is an asset.
  • Experience in supporting a team is an asset.

 

   Language Requirements:

  • Fluency in English and Russian is required.
  • Good working knowledge of Kyrgyz is required.
  • Knowledge of the other local languages is an asset.
  • Knowledge of the other UN official working language is an asset.

 

 

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from

 https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc Kindly note that the system will only allow one attachment.

Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.  Only shortlisted candidates will be notified.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application. 

UN Women is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

Applications without the completed P-11 form are incomplete and will NOT be considered for further assessment!

 

 

 

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from

 https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc Kindly note that the system will only allow one attachment.

Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.  Only shortlisted candidates will be notified.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application. 

UN Women is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

Applications without the completed P-11 form are incomplete and will NOT be considered for further assessment!

 

 

This vacancy is now closed.
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