UN Women: Programme and Admin 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.

The UAE Liaison Office for the Gulf Cooperation Council (GCC) was inaugurated in 2016 to focus on 3 areas in terms of its mandate. These include advocacy for UN Women to drive its global mandate, resource mobilization for UN Women programs globally and coordination of partnerships to drive the work and strategic priorities of UN Women in the GCC region. The office acts as a liaison between UN Women globally and stakeholders in the GCC from the private sector, government, academia, and non-profits organizations.

Reporting to the Programme Specialist, the Programme and Admin Associate provides support by performing a variety of programme and administrative processes to the development and management of UN Women’s strategic partnerships, relationships, and resource mobilization strategies. The incumbent will work under the supervision of the Partnership and Coordination Specialist and in close collaboration with the programme and operations team, HQ staff, UN Women Arab Region Country Offices, and stakeholders in the GCC in order to advance this agenda. 

Duties and Responsibilities

Provide programme and administrative support to the management of office’s programmes:

• Provide administrative support in preparation of programme work plans, and proposals on programme implementation arrangements;
• Organize, compile and process information from, donor/s, and the programme team, as inputs to various databases and documents. 
• Coordinate and support events preparation including venues requirements, prepare logistics and the necessary formalities, and liaise with the relevant offices for procedures;
• Manage and maintain hard and electronic filing system ensuring safekeeping of confidential materials;
• Periodically review the efficiency of administrative procedures and make proposals to eliminate communication bottlenecks and/or streamline office procedures. 

Provide administrative support to the financial management of the office’s programme:

• Prepare materials, estimates and other documents to support creation of new projects, budget, planning and preparation;
• Create projects in Quantum system, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project
• Prepare Purchase orders (PO) and non-PO vouchers for payments of projects activities; 
• Create requisitions in Quantum system;
• Maintain internal expenditures control system;
• Assist in the preparation and follow up of cost-recovery bills in Quantum system.

Provide administrative support to travel arrangements:

• Assemble briefing materials and prepare power-point and other presentations;  
• Prepare official invitations and drafting of meeting agenda for electronic dispatching to participants for different meetings /events;
• Make travel arrangements, including travel request, and claims according to travel policies
• Attend meetings, prepare minutes, and monitor follow up activities.  

Provide administrative support to the Unstereotype Alliance (UA), UAE National Chapter

• Provide support and preparations for the UA monthly meetings;
• Coordinate the UA different groups on work progress and implementation based on their work plan;
• Prepare drafts presentations for UA groups monthly meetings;
• Prepare invoices to UA members and follow up on pending membership payments with UA members.

Provide support to communications including  social media

• Support in coordinating UN Women social media activities in UAE
• Support in developing social media content for the  regularly scheduled posts to promote UN Women
• Provide support in the drafting of press releases;

Provide knowledge building and knowledge sharing

• Provide administrative support to the operations team when required;
• Provide synthesis of lessons learnt and best practices related to programme management and finance; 
• Compile lessons learnt and best practices in Administration. 

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

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

Please visit this link for more information on UN Women’s Core Values and Competencies:

Functional Competencies

• Ability to administer and execute administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Strong knowledge of administrative rules and regulations;
• Strong IT and web-based management skills;
• Ability to extract and interpret data.

Required Skills and Experience

Education and certification:

• Completion of secondary education is required;
• Bachelor’s degree in Business or Public Administration or related fields is desirable.

Experience:

• At least 6 years of progressively responsible experience in administration or programme management/support; 
• 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; 
• Experience in the GCC Region is desirable.

Language Requirements:

• Fluency in English and Arabic are required;
• Knowledge of the other UN official working language is desirable (French, Chinese, Russian or Spanish). 

GS fixed-term appointment (FTA) and temporary appointment (TA) positions located in Abu Dhabi are open to UAE nationals, or candidates with the requisite work permit, or a valid visa based on current employment in the UN in UAE.

Application:

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

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

Diversity and inclusion:

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 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.)