Programme Assistant, Freetown, Sierra Leone, NPSA5

UN Women•Freetown, AL

8h•Onsite

About The Position

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’s EVAWG programme spans across strengthening capacity for implementation of related national policies and frameworks, whilst supporting processes for policy review as well as development, prevention of and response to GBV at all levels inclusive of harmful practices. Reporting to Program Specialist, EVAWG the Programme Assistant works with and provides support to the members of the Programme Team in the development and implementation of effective programmes consistent with UN Women rules and regulations. The Programme Assistant provides administrative, programme, and logistical assistance to the team for the smooth programme implementation.

Requirements

Completion of secondary education
At least 5 years of progressively responsible experience in administrative or programme management/support
Experience in working in a computer environment using multiple office software packages
Fluency in English
Integrity
Professionalism
Respect for Diversity
Awareness and Sensitivity Regarding Gender Issues
Accountability
Creative Problem Solving
Effective Communication
Inclusive Collaboration
Stakeholder Engagement
Leading by Example
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

Nice To Haves

Bachelor’s degree in business or public administration
Experience in the use of ERP systems, preferably Oracle Cloud
Experience in supporting a team
Fluency in Creole
Knowledge of another official UN language (French, Arabic, Chinese, Russian or Spanish)

Responsibilities

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 partners/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
Identify sources and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers, in collaboration with the Programme team
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 delegated
Create requisitions in Quantum system for development projects; register good receipts in Quantum system
Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions
Make travel arrangements for the Programme Team, including travel requisitions and claims
Draft minutes in meetings, as delegated
Assemble briefing materials and prepare powerpoint and other presentations, in collaboration with the Programme team
Organize and coordinate filing of documents; maintain mailing lists
Organize, compile, and process documentation and information from donors, and programme team as inputs to various databases and documents
Provide administrative support to the organization of trainings for the office personnel and partners on programme and operations related issues
Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization