Programme Assistant for UN Women Cox's Bazar Sub Office

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.

UN Women in Bangladesh is supporting the Government of Bangladesh with the Rohingya refugee crisis response. UN Women has developed a response programme in partnership with the Ministry of Women and Children Affairs to meet the specific needs of the most vulnerable and marginalized Rohingya Refugee Women and Girls and the women and girls in the host communities affected by the refugee influx in Cox’s Bazar. The objective of the programme is to ensure protection, as well as equitable and safe access to and benefit from humanitarian assistance and information for the most vulnerable and marginalized Rohingya women while assisting them to live with dignity. The programme also promotes women’s participation and leadership in the camps and host community, prevention and improved response to gender-based violence, and peace and social cohesion building between the refugees and host community. UN Women co-chairs the Gender in Humanitarian Action Working Group for the Rohingya Refugee Response with UNHCR to promote gender-responsive humanitarian action across humanitarian agencies and established a Sub Office in Cox’s Bazar in December 2017 to reinforce management of programmes in Cox’s Bazar district.

Reporting to the Operations Analyst, and under matrix supervision by the Programme Specialist, Gender and Humanitarian Action, the Programme Assistant 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.  S/he provides programme, administrative, and logistical assistance to the team for the smooth programme implementation, including the livelihood and social cohesion components.

Duties and Responsibilities

1.    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, including tracking the delivery of funds;
• Provide administrative support to the executing agencies / responsible parties on routine delivery and reporting of programme supported activities and finances;
•  Provide administrative support for the audit of programmes/ projects and 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 Programme team.

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

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

3.    Provide administrative support to the Programme Unit:

• 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;
• Draft minutes in meetings, as delegated;
• Assemble briefing materials and prepare power-point and other presentations, in collaboration with the Programme team;
• Organize and coordinate filing of documents; maintain mailing lists.

4.    Provide administrative support to resource mobilization:

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

5.    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.

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 Cox’s Bazar office management and donor purposes;
• Quality maintenance of internal systems and files;
• Quality and timely support to programme team.

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:

• 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 degree in Business or Public Administration is an asset.

Experience:    

• At least 5 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 ATLAS is an asset;
• Experience in supporting a team is an asset.

Language Requirements:  

• Fluency in English and Bangla is required;
• Knowledge of the other UN official working language is an asset.