Job Description
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 the United Republic of Tanzania, UN Women works with the Government of the United Republic of Tanzania, the Revolutionary Government of Zanzibar, United Nations agencies, development partners and civil society to advance gender equality and the empowerment of women and girls. In collaboration with the Revolutionary Government of Zanzibar and with the support of the Delegation of the European Union, UN Women is implementing the project “Ending Violence against Women and Girls and Advancing Women’s Leadership in Public and Private Sectors in Zanzibar and Mainland”.
The project supports the United Republic of Tanzania to deliver on its commitments to gender equality and women’s empowerment (GEWE), including the roll-out of the National Plan of Action to End Violence against Women and Children (NPA-VAWC 2017–2022 and 2023–2027), the Zanzibar Gender Policy and Generation Equality commitments. Delivery in Zanzibar is carried out jointly with ministries, departments and agencies of the Revolutionary Government of Zanzibar, local government authorities and civil society partners across Unguja and Pemba.
Reporting to the Program Specialist, Ending Violence against Women and Girls (EVAWG), and working under the functional guidance of the Operations Manager of the Tanzania Country Office, the Program Associate provides operational, administrative and programmatic support to the Zanzibar Office for the development and implementation of effective program, consistent with UN Women rules and regulations. The Program Associate contributes to research, financial management and program implementation, including the processing of program transactions in the corporate ERP system (Quantum), the management of implementing partner agreements, and the coordination of logistics for program activities in Unguja and Pemba.
The Program Associate works in close collaboration with the program, operations and project personnel of the Tanzania Country Office, with implementing partners and responsible parties, with counterparts in the Revolutionary Government of Zanzibar, and with UN Women Regional Office and Headquarters as required for resolving complex program and finance-related issues and for the exchange of information.
Key Functions and Accountabilities
- Provide administrative and logistical support to the formulation and management of program in EVAWG Programme:
- Provide administrative support in the preparation of program work plans, budgets, and proposals on program implementation arrangements for the EVAWG portfolio in Zanzibar;
- Provide administrative and procedural guidance to implementing partners and responsible parties on routine delivery and reporting of program supported activities and finances;
- Support the preparation, review, amendment and closure of partner agreements, including budget revisions and cost extensions, ensuring completeness and compliance of supporting documentation;
- Prepare information for the audit of program/projects and support the implementation of audit recommendations;
- Review and compile program data from program/projects for the Country Office website and for corporate reporting platforms, including the Results Management System (RMS) and UN INFO;
- Identify sources and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.
- Provide administrative support to the financial management of the EVAWG Programme Unit:
- Create projects in the Quantum system, prepare budget revisions, revise project awards and status, determine unutilized funds, and support the operational and financial closure of projects;
- Provide administrative support to the monitoring of budget preparation and the finances of program/projects, including the preparation and finalization of Funding Authorization and Certificate of Expenditure (FACE) forms;
- Review implementing partner financial reports and supporting documentation in line with the Harmonized Approach to Cash Transfers (HACT); follow up on the timely liquidation of advances and support micro-assessments, spot checks and assurance activities;
- Review financial reports and prepare non-PO vouchers for development projects;
- Process payments for consultants, service providers, grantees and participants;
- Maintain the internal expenditure control system and monitor delivery rates against approved annual work plans, alerting the supervisor to over- or under-expenditure;
- Create requisitions in the Quantum system for development projects and register goods receipts in the Quantum system;
- Assist in the preparation and follow-up of cost-recovery bills in the Quantum system.
- Provide administrative support to the EVAWG Programme Unit:
- Undertake all logistical, administrative and financial arrangements for the organization of meetings, workshops, trainings, community engagements, campaigns, events and missions in Unguja and Pemba;
- Make travel arrangements for the program team, partners and participants, including travel requisitions, daily subsistence allowance (DSA) processing and travel claims;
- Prepare public information materials and briefing packets
- Assemble briefing materials and prepare PowerPoint and other presentations;
- Participate in joint and technical field monitoring visits; support the documentation of findings and the tracking of follow-up actions and recommendations;
- Maintain an accurate, complete and secure filing system for program, partner and financial records, and keep partner and stakeholder contact databases up to date;
- Provide guidance and on-the-job training to Program Assistants, UN Volunteers and interns as needed
- Provide administrative support to EVAWG Project:
- Prepare cost-sharing and other agreements; follow up on contributions within the EVAWG resource mobilization efforts;
- Organize, compile and process information from donors, the EVAWG and the program team, as inputs to various databases and documents;
- Track donor reporting calendars and support the timely compilation of narrative and financial inputs to donor reports.
- Facilitate knowledge building and knowledge sharing in EVAWG Programme:
- Provide administrative support to the synthesis of lessons learned and best practices related to program management and finance;
- Provide administrative support to the organization of training for office personnel and partners on program and operations related issues;
- Support the documentation and dissemination of good practices and results from EVAWG interventions in Unguja and Pemba.
- The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Key Performance Indicators:
- Timely, accurate and compliant processing of program, administrative and financial transactions in Quantum;
- Full compliance with UN Women rules, regulations, policies and internal controls; audit and spot-check recommendations implemented within agreed timelines;
- Quality and timeliness of logistical arrangements for meetings, events, trainings and field missions;
- Accurate and timely entry and maintenance of program and financial data in corporate systems;
- Quality and timeliness of inputs to donor, corporate and management reports;
- Positive feedback from the program team, partners and stakeholders on the quality of support and services provided.
Supervisory/Managerial Responsibilities:
The incumbent may provide day-to-day guidance and on-the-job training to Program Assistants and interns and short-term service providers supporting the Zanzibar Office.
Competencies :
Core Values:
- Integrity;
- Professionalism;
- Respect for Diversity.
Core Competencies:
- Awareness and Sensitivity Regarding Gender Issues;
- Accountability;
- Creative Problem Solving;
- Effective Communication;
- Inclusive Collaboration;
- Stakeholder Engagement;
- Leading by Example.
Please visit this link for more information on UN Women’s Values and Competencies Framework:
Functional Competencies:
- Good knowledge of program management and of results-based management principles and tools;
- Ability to administer and execute administrative and financial processes and transactions;
- Good knowledge of UN/UN Women financial rules, regulations and implementing partner management procedures, including HACT;
- 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 planning and organizational skills, including event and logistics coordination under tight deadlines;
- Strong IT skills, including the use of a web-based ERP system and spreadsheet and database packages;
- Sensitivity to ending violence against women and girls programming, including commitment to confidentiality, survivor-centered approaches and the principle of “do no harm”.
Recruitment Qualifications
Education and Certification:
- Completion of secondary education is required.
- A first-level university degree (Bachelor’s) in Business Administration, Public Administration, Finance, Social Sciences, Development Studies, Gender Studies or a related field is an asset.
- A certification in project/program management, procurement or supply chain (e.g. PMP®, CIPS) is an asset.
Experience
- At least six (6) years of progressively responsible experience in administration, program management/support or finance is required;
- Experience working in a computer environment using multiple office software packages is required;
- Experience in supporting a team is required;
- Experience in the use of a modern web-based ERP system, preferably Oracle Cloud (Quantum) AND PRISIM, is desirable;
- Experience supporting program delivery within the UN system, an international organization, government or a civil society organization is desirable;
- Experience supporting implementing partners under HACT, including FACE forms, advances and spot checks, is desirable;
- Experience supporting gender equality, ending violence against women and girls, or protection programming is an asset.
- Knowledge of the Zanzibar institutional, policy and development context is an asset.
Languages
- Fluency in English and Swahili is required.
- Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).
Statements :
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.
Diversity and inclusion:
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.)
Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.
