Duties and Responsibilities
1. Provide Administrative Support to the Financial Management of the Spotlight Initiative
Create projects in Atlas ( the ERP), 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 the Atlas;
Assist in the preparation and follow up of cost-recovery bills in Atlas.
2. 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 coordination, logistical and facilitation support to the programme implementation
Draft minutes of programme related meetings
Provide technical guidance to the Spotlight Initiative 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 Spotlight Initiative website;
Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.
3. Provide administrative support to the Spotlight Initiative
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 and logistical support to civil society organizations (CSO), service providers and consultants
Provide administrative, drafting and coordination support to preparing communication, contracts, agendas, visas, hotels
Provide administrative support to monitoring visits
5. Provide administrative support to the implementation of Human Resources services
Prepare and issue contracts
Maintain records of all programme personnel and consultants and their respective status
6. Provide administrative support to Resource Mobilization
Prepare cost-sharing and other agreements; follow up on contributions within the Spotlight Initiative resource mobilization efforts;
Organize, compile and process information from donors, Spotlight Initiative, and programme team, as inputs to various databases and documents.
7. 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.
Key performance Indicators
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
Core Competencies :
Awareness and Sensitivity Regarding Gender Issues
Creative Problem Solving
Leading by Example
Good knowledge of programme management;
Ability to administer and execute administrative processes and transactions;
Ability to create, edit and present information in clear and presentable formats;
Ability to manage data, documents, correspondence and reports information and workflow;
Strong financial and budgeting skills;
Strong IT skills.
Required Skills and Experience
Education and certification :
Completion of secondary education required.
Bachelor’s degree in Business or Public Administration or any numerate discipline is an added advantage.
Minimum of 5 years experience in the UN or any international organisation in administration or programme support
Strong Financial and budgeting skills
Good writing skills with the ability to present information in clear and presentable format
Experience in working in a computer environment using multiple office software packages especially Ms Word, Excel and Powerpoint
Experience in the use of an ERP is an asset;
Experience in supporting a team.
Experience in an EU funded programme is an added advantage
Language Requirements :
Fluency in English is required
Knowledge of the other UN official working language is an asset.
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law.
All employment is decided on the basis of qualifications, competence, integrity and organizational need.
If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.
All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks.
Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)