Programme Assistant

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. In line with its 2014-2017 Strategic Plan, preventing and eliminating violence against women and girls is one of the key strategic priorities for UN Women.

Thailand has transitioned to an upper-middle-income country where gender equality and women’s empowerment challenges largely remain in the area of accountability and implementation, particularly in institutionalization and functioning of gender mainstreaming structure and tools, such as gender statistics and gender responsive budgeting, capacity building of service providers notably the justice system actors, and fulfilment of rights of vulnerable groups of women. Persistent development challenges remain, particularly for certain groups and geographical regions including indigenous women, displaced and migrant women, women living with HIV, and women in the southern border provinces of Thailand in which violent conflicts have hindered human development leading to serious human insecurity, inequality, deprivation, and socioeconomic disparities.

The 2030 Agenda for Sustainable Development calls for a new and transformative vision with a set of 17 Sustainable Development Goals (SDGs). While Thailand has made progress in reducing poverty overall, persistent and newly emerging development challenges can still be seen. These include multi-dimensional inequality, health, education, access to justice, climate change and natural disasters, rising urbanization, demographic shifts and the emergence of extremist groups and ideologies. Understanding how these trends can impede or enable progress towards gender equality and sustainable development is vital for effective SDG implementation Ensuring women’s equal rights, access and opportunities for participation and leadership in the economy, society and political decision-making is at the core of UN Women’s work in Thailand.

Duties and Responsibilities

Under the guidance and supervision of the Country Programme Coordinator, the Programme Assistant supports the programme operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Programme Assistant promotes a client, quality and results-oriented approach.

The Programme Assistant works with and provides support to the members of the Programme Team in the development and implementation of the programme. The Programme Assistant will provide effective support and assistance to the team to ensure smooth programme implementation in line with UN Women rules and regulations.

Summary of Key Functions:

1. Programme Management Support
2. Financial Management Support
3. Administrative Support
4. Support resource mobilization
5. Support knowledge building and knowledge sharing

1.    Programme Managemen Support 

• Provide programme and administrative support to the programme team in the preparation of various programme documents, such as work plans, budgets, reports and proposals on programme implementation arrangements.
• Under the guidance of the supervisor, assemble briefing materials and prepare power-point and other presentations for the programme unit.
• Identify sources, and gather and compile data and information for the preparation of documents, guidelines, and other material as required.
• Assist the programme team in reviewing and preparing documentation on the procurement of goods and services, and support contract tracking.
• Help the team in providing guidance to the country and project offices on routine implementation of the project, tracking use of financial resources.

2.    Financial Management Support   

• Use Atlas to prepare required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of the project.
• Create requisitions in Atlas for receipt of goods and services, including making budget check for requisitions, POs and vouchers.
• Support the programme team in the financial management of the project.
• Organize, compile and process information from the donor as well as from the programme team, and keep track of the information through databases and e-filing.
• Support the programme team in the tracking of and reporting on mobilized resources.

3.    Administrative Support to the Programme Unit

• Provide administrative support to the programme team in the organization of events, meetings and workshops, etc.
• Make travel arrangements for the programme team and project staff, including preparation of travel requisitions and claims.
• Draft non-substantive correspondence.
• Maintain and organize up-to-date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.
• Create and maintain files of correspondence/documents and electronically received information, and ensure up-to- date filing. Maintain both hardcopies and electronic copies of the office records and reference files on various subjects.
• Prepare presentation material/slides in Power-point for presentations for the meetings/workshops and keep all papers ready for meetings.

4.    Supports resource mobilization focusing on achievement of the following results:

• Review of contributions agreement, managing contributions in Atlas.

5.    Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff on programme.
• Contributions to knowledge networks and communities of practice.

Competencies

CORE VALUES / GUIDING PRINCIPLES

• Integrity: Demonstrates consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
• Professionalism: Demonstrates professional competence and expert knowledge of the pertinent substantive areas of work.
• Cultural sensitivity and valuing diversity: Demonstrates an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrates an international outlook, appreciating differences in values and learning from cultural diversity.

CORE COMPETENCIES

• Ethics and Values: Demonstrates and safeguards ethics and integrity.
• Organizational Awareness: Demonstrates corporate knowledge and sound judgment.
• Development and Innovation: Takes charge of self-development and takes initiative.
• Work in teams: Demonstrates ability to work in a multicultural environment and to maintain effective working relations with people of different national and cultural backgrounds.
• Communicating and Information Sharing: Facilitates and encourages open communication, and strives for effective communication.
• Self-management and Emotional Intelligence: Stays composed and positive even in difficult moments and handles tense situations with diplomacy and tact.
• Conflict Management: Addresses conflicts proactively, striving for mutually acceptable solutions.
• Continuous Learning and Knowledge Sharing: Actively works towards continuing personal learning and development, and applies newly acquired skills.
• Appropriate and Transparent Decision Making: Demonstrates informed and transparent decision making.

FUNCTIONAL COMPETENCIES:

• Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the programme team, including logistical support.
• Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems.
• Ability to create, edit and present information in clear and presentable formats, using appropriate IT functionality.
• Ability to organize and complete multiple tasks by establishing priorities.
• Ability to handle a large volume of work, also under time constraints.
• Ability to establish, build and sustain effective relationships with clients, demonstrating understanding of client's perspective; anticipates client needs and addresses them promptly.
• Ability to administer and execute financial processes and transactions.
• Ability to manage data, documents, correspondence and reports information and workflow.

Required Skills and Experience

Education:

Completion of secondary education is required. University degree (or equivalent) in Business or Public Administration or related field is an asset.

Experience:

• 5 years with Secondary education or 2 years with Bachelor’s degree of progressively responsible experience with administrative tasks.
• Experience in working in a computer environment using multiple office software packages. Experience in working with ATLAS is an advantage.
• Work experience in administrative support of development programme/project is an advantage.
• Work experience within the UN system is an asset.

Language Requirements:

• Fluency in English is required.
• Working knowledge of another UN official language is an asset.

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-p11-personal-history-form.doc?la=en&vs=558. 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 may not be considered for further assessment.