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UN Women: Programme Associate

United States

Opportunity Deadline

28/02/2024

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Job Description

Fresh
  • Country: New York, USA
  • No of vacancies: N/A
  • Salary: N/A 
  • Organization: UNDP
  • Gender: Both
  • Deadline: 2024-02-28

Duties and Responsibilities

1.     Provide budget and financial management support to the Women Count Programme

  • Create projects and corresponding budgets in Quantum and RMS, prepare budget revisions, year-end rephasals and mandatory revisions; liaise and assist team members and programme staff regarding budget queries as needed.
  • Monitor budget implementation and finances of the programme to ensure that spending is on track and in line with the planned budget and procurement policies and procedures; propose routine changes to the programme components to attain programme objectives in consultation with the supervisor and support reallocation of resources as needed;
  • Produce, review and analyze monthly financial reports to update status of budgets and expenditures;
  • Support cash allocation exercises; process GLJEs for adjustments of transactions, as needed and ensure of its completion with the Finance section;
  • Review and verify financial transactions including the processing of payment to vendors, advances to implementing partners, and completing liquidations;
  • Maintain internal expenditures control system;
  • Create requisitions and register good receipts in Quantum;
  • Document all transactions for audit purposes.

2.     Provide administrative support to the Women Count programme

  • Assist and guide programme staff with procurement, administrative and human resources issues;
  • Support the hiring and onboarding processes of Women Count staff and consultants including preparation of contracts and renewals, in liaison with Human Resources, Facilities and ICT;
  • Act as the leave monitor for the HQ Women Count team and ensure timely recording of all staff’s leave;
  • 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;
  • Maintain a tracker of contracts with consultants and vendors and monitor regularly expiration of contracts;
  • Support the procurement planning and its implementation for timely and efficient programme delivery under the guidance and compliance of organizational rules, regulations, and procedures;
  • Ensure clearance of partner agreements in PGAMS are processed in a timely fashion;
  • Prepare public information materials and briefing packets as needed;
  • Provide guidance and training to staff members on general administrative matters; provision of administrative guidance as requested;
  • Liaise with UN Women HQ Facilities and UN Women ICT team on behalf of the Programme as needed.

3.     Facilitate knowledge building and knowledge sharing

  • Keep abreast of new developments and/or changes in UN Women’s policies, procedures and guidelines and share them with the Research and Data section;
  • Provide audit preparedness for the Women Count programme;
  • Create and share operational guidance tools on HR/ Procurement/Project Management/ ERP systems/RMS and provide support to the Women Count programme and the Research and Data Section, as needed;
  • Provide administrative support related to training for the programme staff and partners on programme and operations related issues.

Competencies

Core Values:

  • Integrity;
  • Professionalism;
  • Respect for Diversity

Core Competencies:

  • Awareness and Sensitivity Regarding Gender in Humanitarian Action Issues;
  • Accountability;
  • Creative Problem Solving;
  • Effective Communication;
  • Inclusive Collaboration;
  • Stakeholder Engagement;
  • Leading by Example.

Functional Competencies:

  • Ability to administer administrative processes and financial transactions, and proven ability to promptly learn and comply with administrative rules and regulations;
  • Proven ability to support budget tracking and development;
  • Strong financial and budgeting skills;
  • Ability to manage data, documents, correspondence, reports, and maintain protocol and information flow;
  • Ability to use appropriate IT tools as necessary, including familiarity with web-based information systems and strong knowledge of computer office tools such as Atlas and Microsoft Office (Word, Excel, PowerPoint, Outlook)  as well as familiarity with web based information systems, production/update of web content, internet searches;
  • Strong organization skills, including ability to organize and complete multiple tasks by establishing priorities;
  • Good interpersonal skills and a team player, including ability to establish, build and sustain effective relationships with clients, demonstrating understanding of client’s perspective; anticipates client needs and addresses them promptly;

Required Skills and Experience

Education:

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

Experience:

  • At least six (6) years of progressively responsible administrative and financial management experience is required at the national or international level.
  • Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is required.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and spreadsheet and database packages, experience in handling of web-based management systems is required.
  • Experience in supporting a team is required;
  • Experience in project management is an asset.

Language Requirements:

  • Fluency in English is required.
  • Fluency in other UN languages is an advantage

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