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.

UN Women has been in Afghanistan for two decades. UN Women’s programming approach is informed by analysis of the political, economic and humanitarian situation, risks to and capacities of partner organizations, and needs of Afghan women and girls. UN Women Afghanistan currently has five key programme priorities: (1) Integrated Programming and Localization, (2) Women’s movement building through core grant making; 3) Policy and Research; 4) Economic Resilience and Women’s Empowerment and 5) Coordination, Access and Humanitarian Response. UN Women Afghanistan operates through its main office in Kabul and five sub-offices located in the provinces of Balkh, Bamyan, Herat, Kandahar and Nangarhar.

UN Women Afghanistan Country Office operates in a highly constrained and rapidly evolving context. The Country Office’s programming is shaped by political, economic, humanitarian, and protection-related developments, as well as by the capacities and risks facing women’s organizations and implementing partners. Within this setting, the Integrated services portfolio plays a critical role in supporting women and girls through INTEGRATED PROGRAMME (IPU) programming, essential protection services and humanitarian programming, coordination with civil society organizations, and quality oversight of implementing partners.

Through the Integrated Programming Unit (IPU), the Country Office is strengthening the coordination and oversight of integrated services programming and donor-funded projects. The IPU promotes standardized project management practices, facilitates technical support across Ending Violence against Women (INTEGRATED PROGRAMME (IPU), Gender in Humanitarian Action (GiHA) and Women’s Economic Empowerment (WEE), contributes to integrated proposal development, and strengthens programme monitoring and donor reporting. The unit works closely with Sub-Offices, programme and operations teams, technical specialists, responsible partners and other stakeholders to support coherent, accountable and results-focused programme delivery.

Under the guidance and direct supervision of the IPU Programme Analyst (FTA-P2) , the Programme Associate works with and provides support to the members of the Integrated Programming Unit (IPU) team in the development and implementation of effective programmes consistent with UN Women rules and regulations. The Programme Associate contributes to research, financial management, and programme implementation including providing necessary operational, administrative and programmatic support. The Programme Associate works in close collaboration with the operations, finance programme and projects’ staff in the UN Women Afghanistan Country Office, IPU Programme Team and with relevant UN Women HQs and Regional Office colleagues as required for resolving complex finance-related issues and exchange of information.

Scop of work:

Provide administrative and programme support to the formulation and management of the Integrated Programme Unit

• Provide administrative and logistical support for the preparation and implementation of programme workplans, budgets and proposals.
• Compile supporting information and documentation for programme implementation, monitoring and reporting.
• Support programme teams and responsible parties with routine administrative requirements related to programme delivery and reporting.
• Coordinate the collection and organization of programme and partner documentation required for audits and follow up on agreed audit actions.
• Gather and compile data and background information for reports, briefing notes, presentations, guidelines and other programme documents.
• Maintain complete and updated partner records and supporting documents in PGAMS and other relevant corporate systems.
• Track programme actions, deadlines and required documentation and follow up with relevant colleagues and partners.

Provide administrative and financial management support to the Integrated Programme Unit

• Provide administrative support for project creation, budget revisions, award updates and project closure processes in Quantum, based on approved documentation and under the guidance of the responsible programme and finance personnel.
• Supports Programme Manager to monitor programme budgets, expenditures and commitments and prepare routine financial information for management review.
• Review supporting documentation and assist with the preparation and finalization of FACE forms and partner financial documentation.
• Process payments for consultants, vendors and responsible partners in accordance with established procedures and delegated authority.
• Maintain programme expenditure records and support the operation of internal expenditure-control and tracking systems.
• Create requisitions and register goods receipts in Quantum based on approved requests and supporting documentation.
• Prepare and follow up on cost-recovery transactions and related documentation.
• Monitor outstanding advances and support timely liquidation of programme and partner expenses.
• Maintain complete financial and transaction records to support monitoring, audit and project closure.

Provide administrative and logistical support to the Integrated Programme Unit

• Coordinate logistical, administrative and financial arrangements for meetings, workshops, consultations, events and missions.
• Process travel arrangements, travel requisitions and claims for programme personnel and participants in accordance with applicable procedures.
• Prepare and compile briefing materials, meeting documentation, presentations and information packages.
• Maintain meeting records, participant lists, action points and supporting documentation.
• Liaise with programme, operations and external counterparts on routine administrative and logistical matters.
• Follow up on administrative actions and service requests required for timely programme implementation.

Provide administrative support to Resource Mobilization

• Compile supporting documentation for cost-sharing agreements and other donor-related processes.
• Track contributions, agreements, reporting deadlines and required follow-up actions.
• Collect, organize and process information received from donors and programme personnel for inclusion in databases, proposals, reports and other documents.
• Maintain organized records of donor agreements, correspondence, contributions and reporting requirements.

Support knowledge building and knowledge sharing

• Compile lessons learned, good practices and relevant programme-management and financial information.
• Support the organization of training and orientation sessions for Country Office personnel and responsible partners on programme and operations-related processes.
• Maintain training records, reference materials and knowledge products.
• Support the sharing of relevant procedural updates and guidance with programme personnel and partners.

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

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 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 IT skills.
• Strong financial and budgeting skills;

Minimum Qualifications

Education and Certification:

• Completion of secondary education is required. ·
• Bachelor’s degree in business or public administration is desirable.

Experience:

• At least six years of progressively responsible experience in administration or programme management/support is required;
• Experience in working in a computer environment using multiple office software packages is required.
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
• Experience in supporting a team is required.
• Experience in Events Management is desirable

Languages:

• Fluency in English is required
• Fluency in Dari and / or Pashto is required
• Knowledge of the other UN official working 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.