Programme Assistant, Kyiv, Ukraine, G5, TA

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 work in Ukraine focuses on supporting the government and civil society in advancing gender equality and implementation of the national and international commitments on gender equality and women’s human rights. UN Women Ukraine implements interventions towards the realization of following strategic goals: elimination of violence against women and girls; implementation of women, peace and security agenda and gender responsive governance. UN Women works closely with the UN Country Team in integration of women’s rights and gender equality in all spheres of UN work.

Since the beginning of the Russian military invasion on 24 February 2022, Ukraine has emerged as one of the world’s most complex emergencies with over 3 million refugees already fleeing the country and with growing humanitarian crisis and needs. Women’s groups and civil society organizations have been quick to react to the immediate priorities of their communities but face many challenges as they attempt to provide support to large numbers of internally displaced people, host-communities and those directly affected by violence and insecurity. Civil society, and particularly women’s organizations in Ukraine are in the front-line to deliver immediate humanitarian assistance to displaced women and girls. Displaced women and girls are facing multiple human rights violations, including sexual and gender-based violence.

Under the direct supervision of the Head of Humanitarian Programme and the matrix supervision of the Operations Manager in the Ukraine Country office, the Programme Assistant is responsible for administrative, financial, logistical and programmatic assistance to the team for the smooth programme implementation in the Ukraine Country Office (CO), with a primary focus on the Humanitarian Programme’s portfolio of projects, ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, procedures and approved allocations. The Programme Assistant promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices and guidelines.

The Programme Assistant also works in close collaboration with the Operations Team in the Country Office and Regional Office to solve finance-related issues and information delivery.

Key Functions and Accountabilities:

1. Provide administrative and logistical support to Humanitarian Programme

• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements, including tracking the delivery of funds;
• Provide administrative support to the executing agencies / responsible parties on routine delivery and reporting of programme supported activities and finances;
• Provide administrative support for the audit of programmes/ projects and support implementation of audit recommendations;
• Arrange travel and hotel reservations; prepare travel authorizations; and process requests for visas, Daily Subsistence Allowance (DSA), identity cards, and other related documentation;
• Support the processing and reconciliation of travel claims and post-mission documentation in coordination with finance and programme staff.
• Liaise with programme staff, partners, and service providers on administrative and logistical matters;
• Assist in organizing meetings, trainings, workshops, and official events, including logistical arrangements, participant coordination, and preparation of materials;
• Support the preparation of correspondence, reports, presentations, and meeting minutes;
• Provide support in personnel administration for international and national staff, as appropriate (e.g. renewal of UNLPs and visas; contract extensions; administration of national benefits and allowances; rest and recuperation entitlements; danger pay, etc.);
• Monitor and maintain meeting calendars, mission schedules, and leave records;
• Maintain filing systems, ensuring the safekeeping of confidential materials, as required.
• Enter, track, and update administrative and operational transactions in the Quantum ERP system, ensuring accuracy and compliance with UN Women procedures.
• Support office compliance with UNDSS security requirements, including staff lists, warden information, and coordination with security focal points, as required.
• Develop and maintain a coherent database that aggregates and houses documents related to the Humanitarian Programme and ensure the meticulous maintenance of these files
• Support the retrieval, collection and analysis of project-related data.

2. Coordinate and organize asset management and procurement processes:

• Monitor and maintain office stationery supplies, including maintaining stock lists, overseeing distribution, and keeping accurate distribution logs;
• Monitor, maintain, and track office security supplies, ensuring adequate stock levels in close coordination with the Security Specialist;
• Provide inputs to the preparation of office procurement plans and monitor their implementation;
• Review procurement requests and initiate procurement procedures for office and project equipment, supplies, and services;
• Organize and support procurement activities and processes, including the preparation and conduct of Requests for Quotations (RFQs), Invitations to Bid (ITBs), and Requests for Proposals (RFPs); support tender opening and evaluation processes; and assist in creating and maintaining vendor profiles in the UN Women ERP system.
• Monitor the timely submission of deliverables and processing of payments under project special service agreements (SSA) and institutional contracts.
• Compile and maintain necessary documents for hiring new consultants or amending contracts of current consultants or companies.
• Gather necessary documents for the creation/amendment of Vendor Profiles, e-requisitions, purchase orders, micro-canvass forms, and vouchers.

3. Provide administrative support to the financial management of the Humanitarian Programme:

• Create projects in Quantum system, 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 and preparation of budget and the finances of programmes/projects, and in the preparation of FACE forms;
• Prepare non-PO vouchers for development projects;
• Process payment for consultants, as deleaged;
• Create requisitions in Quantum system for development projects; register good receipts in Quantum system.

4. Provide administrative support to resource mobilization:

• Organize, compile, and process documentation and information from donors, and programme team as inputs to various databases and documents.

5. Facilitation of knowledge building and knowledge sharing:

• Provide administrative support to the organization of training for the office staff and partners on programme and operations related issues. 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:

• 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.

Recruitment Qualifications

Education and Certification:

Bachelor’s degree or higher is required, ideally in business administration or a related field

Experience:

• At least 5 years of progressively responsible experience in administration, finance, procurement and/or logistic support, is required; candidates demonstrating experience that combines some or all of these disciplines are preferred
• Experience working with 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;
• Experience working in UN agencies is desirable.

Languages:

• Fluency in English and Ukrainian 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.