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.

The UN Women Fiji Multi-Country Office is based in Suva, Fiji and works alongside over 20 other UN agencies in the region and in 14 countries: Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Nauru, Niue, Palau, Republic of Marshall Islands, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu and Vanuatu.

Under its Strategic Note 2018-2022, UN Women Fiji MCO focuses on delivering on four interlinked programme areas underpinned by support for intergovernmental and normative processes:

• Women’s Political Empowerment and Leadership
• Women’s Economic Empowerment
• Ending Violence against Women
• Gender and Protection in Humanitarian Action and Disaster Risk Reduction

The Markets for Change Project promotes gender equality through the economic empowerment of women market vendors in Fiji, Samoa, Solomon Islands and Vanuatu. The project brings together governments, market vendors and market vendor associations, civil society organizations and UN agencies. M4C is implemented by UN Women in partnership with UNDP, and the Governments of Australia, Canada and New Zealand.

Reporting to the National Project Manager – Country Lead - Samoa, the Project Associate will be responsible for providing administrative, finance and operations support for the M4C project in Samoa.

The Project Associate will work in close collaboration with the M4C Samoa Team, the Country Programme Coordinator, Samoa and Fiji MCO staff to exchange information and ensure consistent service delivery.

Scope of Work

1. Provides effective support to management of the M4C Project focusing on the achievement of the following results:

• Provide support to the Country lead and Regional Finance Officer in the financial management of the project.
• Provide guidance to the Samoa M4C Project on routine implementation and tracking of financial resources on a monthly basis.
• Provide necessary required information to any audit requirement of the project and support implementation of audit recommendations.
• Organize, compile and process information from donors, the Fiji Multi Country- Office, and project team, as inputs to various databases, documents and UN Women online financial management systems.
• Support the Project team in the tracking and reporting on mobilized resources.

2. Provides administrative, secretarial, financial and operational support to the M4C Projectfocusing on achievement of the following results:

• Preparation of non-PO vouchers for M4C Project.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in GST and Quantum.
• Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Making budget check for requisitions, POs and vouchers.
• Creation of requisitions in GST and budget check for requisition, registration of goods receipt in GST, preparation of budget and upload of supporting document, processing payment request and preparation of GST reports.
• Check the supporting documents for payments and financial reports for the Project, including payment execution and monitoring payment status. Ensure a register is generated to keep tract of payments and reviewed monthly.
• Prepare and handle routine correspondence related to general administration, procurement, financial and personnel matters; faxes, memoranda and reports in accordance with UN Women rules and procedures.
• Provide administrative and logistic support to organization of conferences, training workshops, retreats, missions related to M4C project activities.
• Ensure all supporting documents on financial transactions are secured and properly filed.
• Liaise with Field Office focal point in following up on FACE forms.
• Develop an efficient filing system to keep all relevant information related to M4C
• Support the drafting of minutes, invitation letters and preparation of document for meeting and its distribution for M4C Samoa.
• Prepare monthly financial reports and track expenses for monitoring purposes

3. Ensures facilitation of knowledge building and knowledge sharing in the M4C Project focusing on achievement of the following results

• Provide support to the Regional Finance Officer on all aspects of financial management.
• Provide support in creating knowledge hub for M4C Project
• Provide support to the facilitation / organizing of trainings for the projects staff on M4C Project.
• Synthesis of lessons learnt and best practices in M4C Project.
• Sound contributions to knowledge networks and communities of practice.
• Use UN Women MCO share point as repository site by uploading all critical documents and correspondence related to M4C projects.
• Maintain copies of mission reports and prepare tracking sheet for follow up actions and document repository.
• Maintain record of M4C narrative and financial reports, audits, monitoring plans, minutes, agreements, etc.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities:

N/A.

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:

• Knowledge of programme management; 
• 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. 

Minimum Qualifications

Education and Certification:

• Completion of secondary education is required.  
• Bachelor’s degree in Business or Public Administration is an asset; but is not a requirement.

Experience:

• At least six (6) years of progressively responsible experience in administrative or programme management and support;
• Experience in working in a computer environment using multiple office software packages is required;
• Experience in the use of ERP systems, preferably Oracle Cloud, is desirable; 
• Experience in supporting a team is desirable.

Languages:

• Fluency in written and spoken English is required.
• Knowledge and understanding of the local language in the duty station is an asset.

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