Program Associate - Coordination at UN Women

UN Women Kenya coordination work seeks to enhance the sustainability and scalability of GEWE normative work, policy, and programmes, by ensuring government and UN System-wide accountability to gender equality and the empowerment of women through capacity development, policy, support, strategic planning, inter-agency coordination, resource mobilization, strategic partnership building as well as advocacy and communication. Kenya Country Office also supports the State Department of Gender in reporting on CSW normative work and follow up efforts on CSW Conclusions to strengthen domestic accountability with efforts to ensure the coherent promotion of gender equality in Kenya. Other areas of work include inter-agency PSEA coordination, reporting and accountability, gender analysis and update of the Common Country Assessment, and implementation, and reporting on the Gender Scorecard action plan among others.

Reporting to the Planning and Coordination Specialist, the Coordination Associate works with and provides support to the members of the coordination team n the development and implementation of effective programmes consistent with UN Women rules and regulations. S/he provides programme, administrative, and logistical assistance to the team for smooth programme implementation.

Duties And Responsibilities

Provide administrative and logistical and coordination support related to the development and implementation of UN Women’s strategies, policies, processes and procedures

• Assist and support in the coordination and implementation of key UN Women and UN System-wide initiatives, such as the Gender Equality Scorecard and Action Plan (GAP) and gender balance/parity within UNCT;
• Provide administrative support in the preparation of AWPs, programme work plans, budgets, and proposals for coordination activities, including tracking the delivery of funds.
• Provide inputs and support to Gender Specialist/Head of Office in management of the core and non-core financial resources allocated for coordination activities under the UN Women strategic note (SN) and annual working plans.
• Provide administrative support to the executing agencies / responsible parties on routine delivery and reporting of coordination supported activities and finances.
• Provide administrative support for the audit of programmes/ projects and support the implementation of audit recommendations.
• Support the coordination, planning and implementation of high-level advocacy events including for International Women’s Day and at other high-level inter-governmental forums.
• 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.
• Follow up with programme teams on their timely participation and provision of inputs in different coordination meetings, and file reports accordingly.

Provide technical support on inter-agency coordination

• Provide inputs and support to Coordination Specialist in formulation, planning, monitoring and reporting United Nations Development Sustainable Development Cooperation Framework 2022-2026
• Provide support to UN system joint inter-agency UN initiatives/platforms: Gender Working Group
• Contribute to the briefing for the Senior Management Team as part of the preparation for UNCT meetings and other key UN coordination and intergovernmental events.
• Support to the office in cooperation with the main national partners for the fulfilment of the coordination mandate.

Provide administrative support to the financial management of the Coordination Unit

• Create projects in Atlas, 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 the 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 Atlas for development projects; register good receipts in Atlas.
• Review to ensure all documents submitted for approval (SSAs, procurement, TAs, agreements etc.) are in line with agreed checklists.

Provide administrative support to the Coordination Programme Unit

• Undertake all logistical, administrative, and financial arrangements for the organization of meetings, workshops, events, and missions.
• Make travel arrangements for the unit Team, including travel requisitions and claims.
• Draft minutes in meetings, as delegated.
• Assemble briefing materials and prepare power-point and other presentations, in collaboration with the Programme team.
• Support track donor reporting deadlines, AWP, procurement plans, mid-term, and annual reviews
• Organize and coordinate filing of documents; maintain mailing lists.

Provide technical support to the development of strategic partnerships and resources mobilization efforts

• Organize, compile, and process documentation and information from donors, and the programme team as inputs to various databases and documents.
• Support in tracking all follow-ups required on resource mobilizations and partnership opportunities
• Support in the preparation of background documents and analysis for the Senior Management Team to forge and implement strategic partnerships to increase outreach on UN Women’s work within the UN System and in-country.

Facilitation of knowledge building and knowledge sharing

• Provide support to the development and dissemination of good practices and lessons learned in the coordination area; ensure incorporation into programme planning.
• Facilitate knowledge building of the office staff as well as of other stakeholders.
• Support efforts to disseminate the knowledge products within the UNCT and national partners on gender equality and coordination mandate of UN Women.
• Contribute to capacity building exercises, as necessary.

Key Performance Indicators

• Timely and quality logistical and administrative support to the implementation of Programme/Portfolio/activities against set work plans, timelines and budgets in line with the Strategic Note
• Timely and accurate administrative and logistical support to events, workshops, and missions.
• Full compliance with administrative activities with UN Women rules, regulations, policies, and procedures.
• Timely and accurate tracking of data for Kenya office management and donor purposes.
• Quality maintenance of internal systems and files.
• Quality and timely support to the programme team.

Competencies

Core Values

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

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.

Education And Certification

Required Skills and Experience

• Completion of secondary education required.
• Bachelor’s degree in Social Sciences, International Development, Political Sciences, Business or Public Administration, or related fields is an asset

Experience

• At least 5 years of progressively responsible experience in administrative or Programme management/support.
• Experience in working on gender equality and women’s empowerment projects is an asset.
• Experience in supporting partnership building is an advantage.
• Experience working in the UN system or other international organizations is considered an asset.
• Experience in working in a computer environment using multiple office software packages.
• Experience in the use of ATLAS is an asset.
• Experience in supporting a team is an asset.
• Experience in liaising with government agencies and or donors is an asset.

Language Requirements

• Fluency in English is required.
• Knowledge of the other UN official working language is an asset.