UN Women Programme Assistant

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Job Description

Organizational Context

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 Country Programme in Brazil is implemented in line with the national development priorities, as well as in the framework of the international commitments to gender equality and empowerment of women, as well as the UN frameworks and instruments on Human Rights, of which Brazil is signatory, such as the CEDAW, CERD, Beijing Platform for Action, Durban Action Plan, Agenda 2030, as well as the UN Security Council Resolutions on Women, Peace and Security. It is aligned with the United Nations Sustainable Development Partnerships Framework.

The UN Women Country Office in Brazil focuses on three key areas:

Women lead, participate in, and benefit equally from governance systems
Women have income security, decent work, and economic autonomy
All women and girls live a life free from all forms of violence

UN Women also coordinates and promotes the UN system’s work in advancing gender equality. As part of the United Nations Country Team, leads the Inter-Agency Thematic Group on Gender, Race and Ethnicity, and actively contributes to the other UN inter-agency mechanisms.

Reporting to the Project Manager, the Programme Assistant works with and supports the Programme Team in developing and implementing effective programmes and projects, consistent with UN Women’s rules and regulations. They provide programme, administrative, and logistical assistance to ensure smooth implementation, working closely with and providing support to Programme Team members in partnership with government officials, donors, and civil society partners. The Programme Assistant also maintains ongoing support to responsible parties, contributing to strong partnerships, the effective execution of Partners’ Agreements and Small Grants, and full compliance with UN Women’s rules and regulations.

Key Functions and Accountabilities

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.

Provide administrative support to the financial management of the Programme Unit

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;
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 Quantum system for development projects; register good receipts in Quantum system.

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.

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.

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.

Recruitment Qualifications

Education and Certification:

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

Experience:

At least 5 years of progressively responsible experience in administrative or programme management/support is required;
Experience in working in a computer environment using multiple office software packages (Microsoft 365) is required;
Experience in supporting relationships with stakeholders, partners and donors is an asset
Experience with travel and mission, or organization of events and meetings is an asset.
Experience in supporting a team is desirable
Experience in the use of ERP systems, preferable Oracle Cloud, is an asset

Languages: