Programme Assistant (Thai national only)

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 UN Women Regional Office for Asia and the Pacific (ROAP) addresses gender equality and women’s empowerment challenges in the Asia-Pacific region, including deeply embedded discriminatory social norms and practices that perpetuate inequalities based on gender and other intersectional identities (e.g. ethnicity, class, region, age, disability, migratory status, and sexual orientation and gender identity, among others). The Regional Office works across the following areas: Governance and Inter-governmental support (including on Gender Statistics); Women’s Economic Empowerment (including Migration, Ending Violence Against Women; Women, Peace and Security; Climate Change, Disaster Risk Reduction and Humanitarian Action. Covering 42 countries within Asia and the Pacific, it exercises its triple mandate and functions i.e. Normative, Coordination and high-quality programming at a regional level and in support of UN Women’s offices and UN Country Teams in 24 countries across the region. The UN Women Asia Pacific Regional Office also oversees and manages programming in programme presences.

The Programme Assistant works with and provides support to the members of the Monitoring and Reporting Unit in programmatic quality assurance for the development and implementation of effective programmes consistent with UN Women rules and regulations.  S/he provides programme and administrative assistance to the team for the smooth programme implementation.

Duties and Responsibilities

1.   Support for Programme Management and Quality Assurance

• Support in reviewing draft donor agreements from the Regional Office (RO) units and Country Offices/Project presences (CO/PPs) in accordance with the donor agreement guidance and corporate requirements and ensure consistency with project documents. Check accuracy of budget including support cost and coordination levy. Support in providing quality assurance support and guidance to submitting units. Support in liaising with HQ units to seek solutions if necessary. Facilitate clarence and approvals.
• As “Approver 1”, review and approve entries of donor agreements in Donor Agreement Management System (DAMS) under the supervision of the Programme Specialist. Provide guidance to submitting units to complete entries if needed. Seek guidance from the Programme Specialist for complex cases.
• Review and revise clearance sheets and SOPs/workflows for donor agreement clearance periodically and when a revised corporate guidance is issued.
• Provide programme and administrative support to the programme team in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements.
• Under the guidance of the Programme Specialist, assemble briefing materials and prepare power-point and other presentations for training and information sessions. Prepare lists of projects and door reports for the office and the region when requested.
• Contribute to lessons learnt and revisions/refinement of corporate policy/tools drawing from experience of above.

2.   Financial Management Support   

• Create projects in Atlas, prepare required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project.
• Create requisitions in Atlas for development projects registers of goods receipt in Atlas.
• Support the Unit in the financial management. Monitor budget, Purchase Orders (POs) and expenditure closely and make sure that funds are committed and spent in time. Advise Programme Specialist/head of the unit about plans and utilization of funds especially in connection with retainer contacts.
• Organize, compile and process information from programme teams and CO/PPs, as inputs to various databases and documents.

3.    Administrative Support to the Programme Unit

• Manage, prepare documents and facilitate procurement processes for the Unit.
• Monitor payments to consultants/retainers and manage contracts of consultants/retaiers.
• Provide administrative support to the Programme Team in the organization of events, meetings and workshops etc.
• Make travel arrangements for the Unit 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 as well as for audit. Create and maintain appropriate folders on Sharepoint for materials received electronically. Serve as the focal point of the Unit for Sharepoint. Ensure safekeeping of confidential materials.
• Provide guidance for and pre-audit support in filing to project teams and CO/PPs when requested.
• Act as the focal point for asset management and leave and mission plans for the unit.
• Provide administrative support to the organization of training for staff in regional office, country offices and project offices on monitoring and reporting 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; 
• Donor agreements/MOUs/amendments approved in time with quality/compliance;
• DAMS accurately reflects the information of signed donor agreements and amendments.  
• Quality maintenance of internal systems and files; 
• Quality and timely support to project teams and country offices.
• Accurate data entry and presentation of information ensure proper programme implementation.

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:

• 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; 
• Ability to accurately understand and comply with corporate policies and positions; and,
• Good written and oral communication and ability to negotiate.

Required Skills and Experience

Education:

• Completion of secondary education required.  
• Bachelor’s degree in Business or Public Administration is an asset. 

Experience:

• 5 years of progressively responsible experience with administrative tasks.
• Experience in working in a computer environment using multiple office software packages; 
• Experience in the use of ATLAS is an asset; 
• Experience in monitoring and reporting and/or contracting (para legal work) is a distinct advantage;
• Experience in supporting a team is an asset.

Language Requirements:

• Fluency in English and Thai 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=3539  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.  Only shortlisted candidates will be notified.

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.