Programme Assistant - Democratic Governance Unit at UN Women

Task description

Under the overall guidance of the SDFG Gender Secretary, and the Team Leader, Democratic Governance Unit and in consultation with the respective Programme Analysts, the Programme Analyst (volunteer) shall be responsible for the following tasks: A. SDFG Agreement Management Support: i. Provide technical support to the implementation of the SDFG agreement; ensure synergies with thematic areas in KCO. ii. Provide technical inputs to the SDFG / UNWomen annual work plan and budget. iii. Support coordinating the Gender Sector Working Group on leadership, Gender Based Violence, and Women Economic Empowerment Task Forces, and relevant entities on the coordination and implementation of the Generation Equality Forum. iv. Support the coordination of normative work and implementation of requests from SDF to UN Women. v. Prepare relevant documentation for KCO such as project summaries, conference papers, briefing notes, and speeches. vi. Participate in stakeholders/ donor meetings and public information events, as delegated. vii. Coordinate with UN agencies, government, and stakeholders to ensure the programme is harmonized and coordinated. B. Financial Management Support: i. Review expenditure support documents from SDFG in compliance with UN Women Programme Operation Policy (POM). ii. Support clearance of SDFG quarterly expenditure by the National Treasury and the liquidation process at UN Women. iii. Monitor progress of implementation of activities and finances using results-based management tools. iv. Create requisitions in the UN financial management system to register goods and services for clearance and liquidation. v. Support the UN Women Programme Team in the financial management of the grant agreement. vi. Organize, compile and process information from stakeholders, and the programme team, as inputs to various databases and documents. C. Administrative Support: i. Provide administrative support to the SDFG in the organization of events, meetings, workshops, etc. ii. Support travel arrangements for the project team / SDFG staff including preparation of travel requisitions and claims iii. Liaise with the SDFG operations team on procurement of goods and services iv. Support drafting of correspondence between SDFG and UN Women. v. Compile the monthly expenditure documents;- contracts, invoices, support documents, and support submission and clearance of the documents by the National Treasury before submitting to UN Women for payment. vi. Support filling the FACE form for liquidation of monthly expenditure as above. vii. Maintain and organize up-to-date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials. viii. Organize and coordinate filing of correspondence/documents and ensure up-to-date filing. Maintain both hard copies and electronic copies of the official records and reference files on various subjects. ix. Create and maintain appropriate folders for reference materials received electronically. x. Prepare presentation material/slides in PowerPoint for presentations for the meetings/workshops and keep all papers ready for meetings. xi. Perform any other duties as may be assigned by the supervisors. D. Knowledge Management, Monitoring and Evaluation (M&E) Support i. Undertake field visits with the project team to monitor the performance of commitments by SDFG and ensure programme objectives are being met. ii. Draft reports on monitoring missions, programme results, outputs, and outcomes iii. Identify best practices and lessons learned to guide programme improvement and strategy planning iv. Support knowledge sharing processes and systems by, among others, strengthening the development and integration of practices and procedures for information and knowledge capturing, packaging, sharing, and learning; v. Promote regular sharing of experiences across thematic, and KCO units and facilitate seamless sharing of ideas, knowledge, and experiences among staff. vi. In liaison with M&E and Communication team, support drawing of good practices and knowledge emerging from the implementation of SDFG project and document them for learning. vii. Follow up on monitoring data and assisting in compiling data sources, employing collection and/or meta-analysis of monitoring data from the national data sources viii. Assist in planning, designing, and implementing evaluations and reviews including management of the evaluation/ review process (drafting of TOR, identification of consultants, etc. related to the SDFG partnership. Furthermore, UN Volunteers are required to: - Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and taking an active part in UNV activities (for instance in events that mark IVD); - Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; - Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities; - Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; - Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; - Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Requirements

Required experience

• 3 years of experience in project management or development projects
• implementation, coordination, monitoring and evaluation, donor reporting, and capacity building, at the community or national level.
• Experience working with and guiding multiple stakeholders;
• Knowledge of report writing and documenting programmatic results;
• Knowledge of research and information analysis;
• Knowledge of specifics of UN Women/UNDP rules and procedures is an advantage
• Computer Skills: Excellent computing and IT skills, with full competency in office software packages