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Programme Associate – RCO Spotlight Initiative (Open to PNG Nationals Only)

Port Moresby

  • Organization: UNWOMEN - United Nations Entity for Gender Equality and the Empowerment of Women
  • Location: Port Moresby
  • Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Development Cooperation and Sustainable Development Goals
    • Administrative support
    • Women's Empowerment and Gender Mainstreaming
    • Project and Programme Management
  • Closing Date: Closed

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 also coordinates and promotes the UN system’s work in advancing gender equality, and in all deliberations and agreements linked to the 2030 Agenda. The entity works to position gender equality as fundamental to the Sustainable Development Goals, and a more inclusive world.

The Spotlight Initiative is a global partnership between the United Nations (UN) and the European Union (EU) to eliminate all forms of violence against women and girls in support of the 2030 Agenda on Sustainable Development. It was launched in September 2017 by the UN Secretary General and the EU High Representative and Vice President. The 500 million Euro Initiative provides a model for partnerships with donors, civil society, and the UN to deliver on the SDGs in a comprehensive manner leveraging comparative expertise. SDG 5 and the achievement of gender equality are placed at the center of efforts (alongside Goal 16) with the aim to provide an enabling environment for the implementation of all goals. Within the UN, the Initiative will operationalize the UN development system reforms and model a new way of delivering on the SDGs in an integrated way, leveraging collaborative advantages.

The Spotlight Initiative in Papua New Guinea will be implemented through four UN agencies (UN Women, UNFPA, UNDP and UNICEF) with a focus on addressing intimate partner violence and domestic violence. It follows a transformative and evidence-based approach, addressing unequal power relations between men and women and focusing on gender equality and women’s empowerment. The Resident Coordinator has overall management of the Initiative with UN Women providing the technical coherence of the Initiative. The overall vision of the Spotlight Initiative in PNG is that women and girls enjoy their right to a life free of violence, within an inclusive and gender equitable PNG. This contributes to implementation of PNG’s National Strategy to Prevent and Respond to Gender Based Violence (2016-2025), with attention to holistic prevention and responses to violence against women and girls.

Under the daily supervision of the Spotlight Technical and Coordination Specialist, the Programme Associate provides programme, administrative, logistical, financial and support services to the Spotlight team based in the Resident Coordinator’s office, and as needed, to the Spotlight team based in UN Women’s office. The Programme Associate works in close collaboration with the Spotlight programme staff and UN Women Operations team, as required in resolving administrative and finance related issues and information exchanges. The Programme Associate identifies and helps resolve bottlenecks, clarifies and interprets procedures, and escalates complex programme and administrative issues as needed. The Programme Associate has reporting line to the Spotlight Technical Specialist and Coordinator, related to financial and logistical responsibilities. 

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;
  • Provide technical guidance to the CO 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 CO website;
  • Identify sources and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.

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 budget preparation and the finances of programmes/projects; including the finalization 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 Atlas for development projects; register good receipts in Atlas;
  • Assist in the preparation and follow up of cost-recovery bills 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; 
  • Prepare public information materials and briefing packets; 
  • Assemble briefing materials and prepare power-point and other presentations;

4. 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.

5. Facilitate knowledge building and knowledge sharing

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

Competencies

Impact of Results: 

  • Timely and accurate support to events, workshops, and missions;
  • Full compliance of administrative activities with UN Women rules, regulations, policies and procedures;
  • Timely recording of overall programme unit finances;
  • Timely and accurate tracking of data for CO management and donor purposes;
  • Quality maintenance of internal systems.

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

  • Ability to perform multiple tasks, in multi-cultural environment and deal with confidential matters
  • Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.
  • Ability to communicate effectively to a wide cross section of stakeholders within the UN and externally e.g. CSOs
  • Ability to review and edit documents, ability to produce meeting report identifying key actions.
  • Ability to efficiently handle and share information and knowledge
  • Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner.
  • Ability to identify and prioritize risks, and organize actions around mitigating them
  • Good knowledge in the application of complex financial systems and modules (such as Atlas); 
  • Good knowledge of spreadsheet and database packages;
  • Good knowledge of administrative and financial rules and regulations preferably UN/UN Women Financial Rules and Regulations.

Required Skills and Experience

Education Qualifications: 

  • Completion of Secondary education is required. 
  • University Degree in Business or Public Administration, Economic, Political or Social Sciences would be desirable, but it is not a requirement.

Experience: 

  • At least 6 years of progressively responsible administration or programme experience is required;
  • Work experience in administrative support of development programme/project is required.
  • Experience in working in a computer environment using multiple office software packages (MS Word, Excel, PowerPoint, etc.) and ability to use internet for research.
  • Experience in working with ATLAS is an advantage.
  • Work experience within the UN system is an asset.
  • Experience working in an international or national organization, on gender equality and in multi-lateral humanitarian settings is an asset.

Language Requirements:

  • Fluency in oral and written English is a requirement.
  • Knowledge of the other UN official working language is an asset.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
This vacancy is now closed.
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