Programme Assistant - Strategic Communications, Partnerships and Resource Mobilization Unit

Follow us@ngobox

About the Organization

UN Women is the UN organization dedicated to gender equality and the empowerment of women. A global champion for women and girls, UN Women was established to accelerate progress on meeting their needs worldwide.

UN Women is the global champion for gender equality, working to develop and uphold standards and create an environment in which every woman and girl can exercise her human rights and live up to her full potential. We are trusted partners for advocates and decision-makers from all walks of life, and a leader in the effort to achieve gender equality.

Job Description/Responsibilities

UN Women’s India Country Office, based in New Delhi, India, works to accelerate the advancement of gender equality and the empowerment of women through the strengthening of strategic partnerships, technical and policy advisory services and advocacy with governmental, inter-governmental and civil society partners. In addition, UN Women India CO is charged with leading and coordinating the UN system’s work on gender equality, including through ensuring accountability for results.

Under the overall guidance and direction of the Head, Strategic Communication & Partnerships, the Programme Assistant exercises cross-functional responsibilities for supporting smooth management of the project, including implementation of the administrative work related to projects under Partnerships, Resource Mobilization and Communications team. Additionally, the Programme Assistant will work in close collaboration with the Programme team as well as the Operations team at the UN WOMEN, India Country Office to deliver responsibilities.

Programme Management Support:

• Provide program and administrative support to the Partnerships, Resource Mobilization and Communications teams in the preparation and regular updating of various program documents, such as work plans, budgets, and reports on program implementation arrangements.
• Under the guidance of the supervisor, assemble briefing materials and prepare presentations for the program.
• Identify sources, gather, and compile data and information for the preparation of documents, guidelines, and other material as required.
• Assist in reviewing and preparing documentation related to procurement of goods and services, and support contract tracking.
• Support the team in providing guidance on routine program implementation and tracking use of financial resources.

Financial Management Support:

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

Administrative Support to Partnership, Resource Mobilization and Communications Team:

• Provide all logistical, administrative and financial support to the team for organization of events, meetings, and workshops.
• Coordinate with procurement and finance teams for events.
• Prepare agreements, and support disbursement for implementation partners/vendors, if any.
• Provide support in monitoring budget preparation and the finances of projects/projects; including the finalization of FACE forms/Financial reporting forms.
• Make travel arrangements for team members, including preparation of travel requisitions and claims.
• Draft non-substantive correspondence.
• Process payment for team and consultants;
• Maintain organized hard and electronic files of the office records and reference files on various subjects for easy access and retrieval, including for audit preparations. Ensure up-to-date filing and safekeeping of confidential materials.
• Prepare presentation materials/slides in PowerPoint for meetings and workshops and keep all papers ready for meetings.
• Act as a custodian for the in-house Communication equipment and production material.

Supports Knowledge Building and Knowledge Sharing:

• Participate in trainings for the operations/projects staff on program-related matters.
• Stay up to date with the latest systems, tools, processes, and guidelines from UN Women and relevant partners to efficiently deliver program-related tasks.
• Support strong collaboration and cooperation between the Partnership and Communications team, India CO, UN Women Regional Office, and partners outside of UN Women.
• Contribute to knowledge networks and communities of practice.

Any other tasks assigned by the Supervisor.

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;
• Timely and accurate tracking of data for CO management and donor purposes;
• Quality maintenance of internal systems and files;
• Quality and timely support to programme team.

Education Qualification/Required Skills & Experience

• Minimum Qualification: Completion of secondary education is required.
• A university degree (or equivalent) in Business or Public Administration or a related field is an asset.

Experience:

• 5 years of progressively responsible experience with administrative tasks.
• Work experience in supporting budgetary processes and financial tracking is required.
• Experience in working in a computer environment using multiple office software packages. Experience in working with QUANTUM is an advantage.
• Work experience in administrative support of development program/project is an advantage.
• Experience working with stakeholders from diverse sectors (e.g., NGOs, international organizations, government, private sector) is an advantage.
• Previous experience working in the UN system is an asset.

Language Requirements:

• Fluency in English, including strong English writing skills, is required.
• Fluency in Hindi and/or another Indian language is required.
• Knowledge of another UN official working language is an asset.

For more information please check the Link

 

Tags Jobs in Delhi Jobs in New Delhi Jobs in Communication Jobs in Administration