UN Women: Programme Management Analyst, Bonn, Germany, NOB FTA

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. Placing women’s rights at the center of all its efforts, UN Women will lead and coordinate United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

The Strategy, Planning, Results and Effectiveness Division (SPRED) of UN Women integrates corporate strategy and performance measurement to improve decision-making to drive the implementation of UN Women’s Strategic Plan and manage for results while increasing transparency and accountability to its Governing Bodies and Stakeholders. Specifically, the Division formulates corporate strategies aligned to the corporate objectives and ensures internal controls and risk management are fully in place. Additionally, the Division monitors and reports on the implementation of the Strategic Plan and provides strategic guidance and oversight on programme, project management and implementation, including programme partner management. SPRED helps strengthen UN Women, improving services to the field by defining a clear set of priorities with aligned resources, ownership, accountability and oversight. It also provides an arm’s length analysis of the performance of the organization.

The UN Women Programme Support Management Unit (PSMU) provides corporate advisory services and direct support for project and programme development, implementation, monitoring and oversight under the Strategy, Planning, Results and Effectiveness Division (SPRED). The PSMU guides the organization – HQ, Regional and Country offices - in implementation of their respective Strategic Notes by following best practices to ensure that all projects and programmes maintain a level of standardization, planning, knowledge sharing, and work collectively towards UN Women’s strategic goals. PSMU offers Regional Offices (ROs) and Country Offices (COs) a range of services, trainings and toolkits that increase their implementation capacity to deliver programmes on time, within scope, and on budget. It also supports the implementation of global projects managed by HQs.

Under the supervision of the Chief of PSMU, the Programme Management Analyst supports the programmatic functions of PSMU, including support to the coordination of the Global Project Appraisal Committee (GPAC) meetings of PSMU, the overall coordination of capacity building and training events, knowledge and documents management of PSMU, supporting internal/external audits and other assessments, planning, monitoring and reporting on PSMU’s components of workplans with the use of corporate systems.

The Programme Management Analyst liaises with Regional PSMU focal points in Global PAC meeting coordination, capacity building and training events, and knowledge management of PSMU policies, procedures and guidance. The Programme Management Analyst supports the PSMU team in following up with the Regional PSMU focal points regarding internal/external audits and other assessments.

The Programme Management Analyst works with the SPRED Directorate and relevant HQ Divisions to ensure PSMU’s activities comply with current corporate policies and requirements.

The Programme Management Analyst also has oversight responsibilities for all aspects of PSMU’s operations, including financial and human resources management, efficient procurement and logistical services, information and communications technology (ICT) and common services consistent with UN Women rules and regulations. The Programme Management Analyst executes these activities in close collaboration with the full PSMU team.

Note: Locally recruited National Officer positions with UN Women in Bonn are open to only nationals of Germany.

Key Functions and Accountabilities:

Provide coordination support to PSMU work planning, monitoring and reporting

• Provide coordination support for the development of PSMU components of workplans (results and resources) in close collaboration with PSMU team and SPRED Directorate
• Coordinate with colleagues in PSMU to ensure that monitoring and reporting exercises for PSMU components of SPRED workplans and budgets are completed in a timely manner, ensuring timely completion of data entry in relevant systems
• Monitor and report on PSMU’s delivery and balance against workplan activities on quarterly basis, and manage timely budget revisions in Quantum
• Provide coordination and technical support for organizing mid-year and annual review meetings on PSMU components of workplans.
• Support preparation of PSMU’s team meetings and implementation of follow-up actions

Provide coordination support to PSMU Programmatic Work

• Coordinate the Project and Programme Partner GPAC calendar development and management in close consultation with relevant PSMU team members
• Coordinate PAC meetings, distributing the Project Document and Programme Partner project Document packages to relevant PAC meetings and documenting PAC decisions
• Conduct preliminary reviews of completeness of submitted documentation and related annexes, prior to the substantive review by the relevant Programme Specialist
• Support the relevant Programme Specialist to ensure the documentation package is ready for review by PAC and as required, liaise accordingly with the relevant submitting unit.
• Liaise with Regional PSMU focal points and other HQ sections in relation to Global PACs meetings coordination and documentation completeness
• Support project and programme partner system initiatives including contributing to system enhancements of PRISM, PGAMs and Assurance Module by participating in User Acceptance Testing (UATs) and hyper care work streams
• Support internal/external Programme, Project and Programme Partner audits and other assessments, including collection of data and documents and liaising with relevant Regional PSMU Focal Points on relevant audits and assessments and on follow-up of implementation of audit recommendations
• Coordinate the annual Assurance cost recovery, reconciliation and pre-financing exercise as well as reservation of future Assurance costs.
• Coordinate the annual exercise of publication of EU funded Programme Partner information on UN Women website.

Coordinate Capacity Building and Training events

• Coordinate PSMU capacity building and training events
• Provide support to the Learning Cafes organized by PSMU, including consolidation of information.
• Provide overall admin and logistics support for events (e.g. workshops, training, meetings) that PSMU organizes
• Organize learning sessions on matters relating to this portfolio to ensure that all PSMU and other staff members understand the relevant procedures and corporate requirements.

Coordinate Knowledge Management and document management for PSMU

• Coordinate within PSMU to ensure effective documents and knowledge management are in place, with the use of PSMU shared drive and Share Point.
• Update PSMU Sharepoint, as required.
• Manage email distribution lists including Communities of Practice.

Coordinate PSMU operations in accordance with UN Women rules and regulations and policies and procedures

• Develop and implement annual workplans for the operations workstream in PSMU
• Oversee all operations activities, including budget, finance, human resources, procurement, IT, security, administration within PSMU and ensure that all PSMU staff members follow relevant UN Women rules, regulations, policies and procedures, in coordination with SPRED Directorate, DFA and HR
• Coordinate and facilitate recruitment processes and contract management for staff posts, consultants and interns
• Serve as HR/Leave Monitor in PSMU
• Support logistics and travel arrangements of official travel missions of PSMU, in accordance with the corporate travel policies and procedures
• Exercise proper financial controls in PSMU and provide technical expertise and support to the PSMU team for management of financial resources using Quantum, UN Women’s ERP system.
• Create PSMU projects in PRISM/Quantum, undertake budget revisions, revision of project award and project status, determine unutilized funds, operational and financial close of a project.

The incumbent may perform 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 Project and Programme Partner lifecycle Management
• Ability to contribute to the formulation and monitoring of management projects
• Good knowledge of operation, finance, procurement, human resources, ICT, and security systems and processes, particularly in the UN system, is an asset.
• Ability to provide advice and support.
• Ability to handle confidential information.
• Negotiating skills.
• Good IT skills.

Recruitment Qualifications:

Education and Certification:

• A master’s degree or equivalent in Business Administration, Public Administration, Finance, HR, or related field is required.

• A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

• Project Management certification from a recognized global body is an asset.

Experience:

• A minimum of 2 years of progressively responsible experience in programme, project management in a large International and/or corporate organization is required.

• Experience in office management, operations or budget/finance in a large international and/or corporate organization is required.

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and spreadsheet and database packages, and experience in the use of modern web-based ERP systems such as Oracle Cloud is required.

• Experience in international development and/or humanitarian work at the country, regional and/or global level is desirable.

• Experience in the UN system is desirable.

• Experience in knowledge management is desirable.

• Experience in strategic planning and/or RBM is desirable.

Languages:

• Fluency in English 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.