Purpose

• Reporting to Deputy Representative Programme and Programme Management Consultant, the Programme Associate 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.
• The Programme Associate contributes to research, financial management, and programme implementation including providing necessary operational, administrative and programmatic support.
• The Programme Associate works in close collaboration with the operations, programme and projects’ personnel in the Country Office (CO), and UN Women HQs as required for resolving complex finance-related issues and exchange of information.

Requirements

• Completion of secondary education is required.
•  Bachelor’s degree in business or public administration is desirable.
• At least 6 years of progressively responsible experience in administration or programme management/support is required.
• Experience in working in a computer environment using multiple office software packages is required.
• Experience in supporting a team is required.
•  Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.

Skills & Competencies

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

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

Functional Competencies:

• Good knowledge of programme management
• Ability to administer and execute administrative processes and transactions
• Ability to create, edit and present information in clear and presentable formats
• Ability to manage data, documents, correspondence and reports information and workflow
• Strong financial and budgeting skills
• Strong IT skills

Languages:

• Fluency in English is required.
• Fluency in Local languages in the Mpumalanga Province is desirable;
• Knowledge of another official UN Language is desirable (French, Arabic, Chinese, Russian or Spanish)

Responsibilities

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;
• Provide technical guidance to the COs and executing agencies on routine delivery and reporting of programme supported activities and finances;
• Prepare information for the audit of programmes/ projects and support implementation of audit recommendations.
• Review programme data from programmes/ projects for the COs website; and
• Identify sources and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.

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

• Create projects in Quantum system, prepare budget revisions, revise project awards and status; and determine unutilised funds and the operational and financial close of a project;
• Provide administrative support in monitoring budget preparation and the finances of programmes/projects; including the finalisation of FACE forms;
• Review financial reports; prepare non-PO vouchers for development projects;
• Process payment for consultants;
• Maintain internal expenditures control system;
• Create requisitions in Quantum system for development projects; register good receipts in Quantum system; and
• Assist in the preparation and follow up of cost-recovery bills in Quantum system.

Provide administrative support to the Programme Unit:

• Undertake all logistical, administrative and financial arrangements for organisation for meetings, workshops, events, and missions;
• Make travel arrangements for the Programme Team, including travel requisitions and claims;
• Prepare public information materials and briefing packets;
• Assemble briefing materials and prepare PowerPoint and other presentations; and
• Provide guidance and training to Programme Assistants as needed.

Provide administrative support to Resource Mobilisation:

• Prepare cost-sharing and other agreements; follow up on contributions within the Country Office (CO) resource mobilisation efforts; and
• Organise, compile and process information from donors, Country Office (CO), and programme team, as inputs to various databases and documents.

Facilitate knowledge building and knowledge sharing:

• Provide administrative support synthesis of lessons learnt, and best practices related to programme management and finance; and
• Provide administrative support to the organisation of training for the office personnel and partners on programme and operations related issues.

Additional Information

• Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed.
• If all sections are not completed the application may be disqualified from the recruitment and selection process.

Ref No

• 35566

Centre

• UN Women

Duration

• 12-Month Fixed Term Contract