Programme Management Support Associate

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 Deputy Representative, the Programme Management Support Associate works with matrix reporting to the Operations Manager and provides support to the members of the Programme Team in the development and implementation of effective programmers consistent with UN Women rules and regulations.  The Programme Management Support Associate contributes to research, financial management, and programme implementation including providing necessary operational, administrative, and programmatic support. The Programme Management Support Associate works in close collaboration with the operations, programme and projects’ staff in the office, RO and UN Women HQs as required for resolving programme related issues and exchange of information.

The Programme Associate works closely with the Deputy Representative in the country on organizational integrity issues to ensure: i) effective support systems for program implementation and growth; ii) accountability to organizational values and principles; and iii) implementation of new tools/methods to facilitate program monitoring and accountability.

The Program Management Support Associate works closely with the team of program professionals and encourages collaboration within the team and with other UN agencies, as well as a client-oriented approach. He/she works closely with the Office's program teams, ensuring that program staff are aware of the rules and procedures governing program management activities and donor reporting, and liaises with the other cross-cutting areas of the Office.

Duties and Responsibilities

Provide advanced administrative and technical support to the formulation and management of programmes

• Provide advanced administrative support and inputs in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements; including calculating indirect costs, Coordination Levy, and Cost Recovery application (Operational, PME, Communications,etc).

• Provide technical guidance to the country office on routine delivery and reporting of programme supported activities and finances; and propose alternatives in the country office´s project committees that promote the execution of activities and increased delivery through good operational practices, as well as those that ensure compliance with UNW policies and procedures

• Coordinate the collection of information for the audit of programmes/ projects and support implementation of audit recommendations;  

• Contribute to the development or update of standard operating procedures, guidelines, checklists, templates and business processes in programme and project management;

• Review programme data from programmes/ projects for Country Office website; 

• Identify sources, and gather and compile data and information for documents, guidelines, speeches, etc 

• Work with department heads to ensure non-core resource availability and provide early alerts to the Deputy Representative and SMT.

• Support the Deputy Representative in organizing local Program and Projects Review Committee (L-PAC) meetings in compliance with formulation, review, and approval policies.

• Work closely with Operations Manager to ensure non-core staffing is correctly charged to non-core projects, monitor DPMC and provide alerts to the Deputy Representative and SMT for decision making.

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

• Create projects in Quantum, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project;

• Monitor budget preparation and the finances of programmes/projects; prepare periodic reports; finalize FACE forms; 

• Review financial reports; prepare non-PO vouchers for development projects;

• Maintain internal expenditures control system; post transactions in Quantum.

• Create requisitions in Quantum for development projects; register good receipts in Quantum;

• Prepare and follow up of cost-recovery bills in Quantum.

Provide advanced administrative support to the Programme Unit 

• Oversee all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;

• Oversee travel arrangements for the Programme Team, including travel claims; 

• Oversee the work, guide and provide training to junior Programme Associates and Assistants. 

• Ensure program and project procurement plans are timely incorporated into Quantum in support to project and program managers;

• Support Programme team with Programme Partners Agreements’ management, including risk-based capacity assessments, monthly Reporting which includes reporting future milestones for the office, performance evaluations, timely closure of agreements in the system

• Provide administrative support to Resource Mobilization 

• Prepare cost-sharing and other agreements; follow up on contributions within the CO resource mobilization efforts;

• Organize, compile and process information from donors, CO and programme team, as inputs to various databases and documents.

Facilitation of knowledge building and knowledge sharing

• Support synthesis of lessons learnt, and best practices related to programme management;

• Coordinate the organization of training for the office staff and partners on programme and operations related issues.

• Contribute to the development and updating of standard procedures, guidelines, checklists, forms, and business processes related to program and project management and results-based management.    

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 

• Strong knowledge of programme management;   

• Ability to create, edit, synthesize, and present information in clear and presentable formats; 

• Ability to administer and execute administrative processes and transactions; 

• Ability to provide input to business process re-engineering, elaboration, and implementation of new data management systems; 

• Ability to manage data, documents, correspondence, and reports information and workflow.

• Excellent financial and budgeting skills.

• Excellent IT skills.

Required Skills and Experience

• Completion of secondary education required. 

• Bachelor’s degree in business or public Administration is an asset.

• At least 7 years of progressively responsible experience in administration or programme management/support.

• Experience in working in a computer environment using multiple office software packages;

• Experience in the use of Quantum is an asset.

• Experience in supporting a team.

• English and Spanish is required.

• Working knowledge in another official UN language is desired.