Programme Associate, Nairobi, Kenya, G6 FTA at UN Women

Initial Contract Duration

• 1 year

Key Functions and Accountabilities:

Provide administrative and logistic support to the management EVAW Section Initiatives

• Provide administrative support to the Policy Advisor, Ending Violence against Women/Deputy Chief of Section, Section Chief and Policy Specialists 
• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements; 
• Assist in follow-up actions to implement operational activities;
• Provide administrative support to the Policy Advisor, Ending Violence against Women/Deputy Section Chief in monitoring the implementation of the Section biennial work-plan;
• Collect and compile information/data as required on programme related operations matters by the Policy Advisor, Ending Violence against Women/Deputy Section and Policy Specialists in support of EVAW focus areas; 
• Prepare information for the audit of programmes/ projects and support implementation of audit recommendations; 
• Participate in Operations meetings for effectiveness, efficiency, coherence and impact of UN Women operational activities.

Provide administrative support to the budgetary planning, monitoring and financial management of the section

• Provide administrative Support in the planning, tracking and recording of financial resources in accordance with UN Women rules and regulations.
• Prepare budget revisions, create requisitions, register good receipts and assist in the preparation and follow up of cost-recovery bills in the Quantum system
• Provide administrative support to the contributions management business process by compiling and recording contribution information and ensuring supporting documentation is properly maintained.
• Support and work with EVAW Section Policy Specialists in the creation of projects in Quantum, recording and tracking expenses and budgets in Quantum and Prism, including revising project awards and providing updates in project status in Quantum, in relation to issues such as the determination of unutilized funds; the operational and financial closure of projects etc.;
• Review and monitor program budget expenditures and delivery on a monthly basis, review financial reports and other documents required by the Section to respond to donor queries; 
• Provide administrative support in monitoring budget preparation and the continuous monitoring of finances of programmes/projects; including the finalization of FACE forms. 

Provide Operational and Administration support to the Section 

• Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions; 
• Provide inputs to the preparation of procurement plans for the Section and process procurement processes in close cooperation with the Division of Finance and Administration (DFA); 
• Make travel arrangements for the Policy Advisor, Ending Violence against Women/Deputy Section, Chief of Section, and other Policy Specialists in EVAW including travel requisitions and claims, preparation and processing of travels, ensuring appropriate entitlement calculation and other requirements are fulfilled. 

Facilitate knowledge building and knowledge sharing

• Provide administrative support and synthesis of lessons learnt and best practices in operations related issues, including through knowledge networks and communities of practice related to programme operations;
• 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.

Functional Competencies:

• Good knowledge of administrative rules and regulations 
• Ability to extract, interpret, analyze data and resolve operational problems; 
• Ability to administer and execute administrative processes and transactions; 
• Ability to create, edit and present information in clear and presentable formats; 
• Focuses on result for the client and responds positively to feedback;
• Remains calm, in control and good humored even under pressure; 
• Demonstrates openness to change and ability to manage complexities.
• Ability to manage data, documents, correspondence and reports information and workflow; 
• Strong financial and budgeting skills; 
• Strong IT skills. 

Recruitment Qualifications:

Education and Certification:       

• Completion of secondary education is required.
• Specialized certificate in finance, accounting, management and/or secretarial skills highly desirable.
• Bachelor's degree in Business or Public Administration, or other University Degree is an asset.

Experience:        

• At least 6 years of progressively responsible experience in administration or programme management support; 
• Experience in finance, budget management, and procurement is required; 
• Experience in working in a computer environment using multiple office software packages is required; 
• Experience in supporting a team is required
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable;
• Experience within the UN System is desirable.

Languages:         

• Fluency in English is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).