Programme Assistant

United Nations Development Programme

New Delhi, India

Experience: 5 to 10 Years

Skill Required: HR and Admin

UN Women’s India Country Office, based in New Delhi, India, works to accelerate the advancement of gender equality and the empowerment of women through the strengthening of strategic partnerships, technical and policy advisory services and advocacy with governmental, inter-governmental and civil society partners. In addition, UN Women India CO is charged with leading and coordinating the UN system’s work on gender equality, including through ensuring accountability for results.
Duties and Responsibilities:
Programme Management Support:
  • Provide program and administrative support to the Partnerships, Resource Mobilization and Communications teams in the preparation and regular updating of various program documents, such as work plans, budgets, and reports on program implementation arrangements.
  • Under the guidance of the supervisor, assemble briefing materials and prepare presentations for the program.
  • Identify sources, gather, and compile data and information for the preparation of documents, guidelines, and other material as required.
  • Assist in reviewing and preparing documentation related to procurement of goods and services, and support contract tracking.
  • Support the team in providing guidance on routine program implementation and tracking use of financial resources.
Financial Management Support:
  • Use QUANTUM to prepare required budget revisions, revision of project award and project status, determination of unutilised funds, and operational and financial closure of the program.
  • Create requisitions in QUANTUM for receipt of goods and services, including making budget checks for requisitions, POs, and vouchers.
  • Support the team in the financial management and monitoring of the program.
  • Organize, compile, and process information from donors and the team, and keep track of the information through databases and e-filing.
  • Support the team in tracking and reporting on mobilised resources.
Administrative Support to Partnership and Communications Team:
  • Provide administrative support to the team in the organization of events, meetings, and workshops.
  • Make travel arrangements for team members, including preparation of travel requisitions and claims.
  • Draft non-substantive correspondence.
  • Maintain organized hard and electronic files for easy access and retrieval, including for audit preparations. Ensure safekeeping of confidential materials.
  • Create and maintain files of correspondence/documents and electronically received information, and ensure up-to-date filing. Maintain both hardcopies and electronic copies of the office records and reference files on various subjects.
  • Prepare presentation materials/slides in PowerPoint for meetings and workshops and keep all papers ready for meetings.
Supports Knowledge Building and Knowledge Sharing:
  • Participate in trainings for the operations/projects staff on program-related matters.
  • Stay up to date with the latest systems, tools, processes, and guidelines from UN Women and relevant partners to efficiently deliver program-related tasks.
  • Support strong collaboration and cooperation between the Partnership and Communications team, India CO, UN Women Regional Office, and partners outside of UN Women.
  • Contribute to knowledge networks and communities of practice.
  • Any other tasks assigned by the Supervisor.
Key Performance Indicators:
  • Timely and accurate administrative and logistical support to events, workshops, and missions;
  • Full compliance of administrative activities with UN Women rules, regulations, policies and procedures;
  • Timely and accurate tracking of data for CO management and donor purposes;
  • Quality maintenance of internal systems and files;
  • Quality and timely support to programme team.
Required Skills and Experience:
Education:
  • Completion of secondary education is required.
  • A university degree (or equivalent) in Business or Public Administration or a related field is an asset.
Experience:
  • 5 years of progressively responsible experience with administrative tasks.
  • Experience in working in a computer environment using multiple office software packages. Experience in working with QUANTUM is an advantage.
  • Work experience in administrative support of development program/project is an advantage.
  • Work experience supporting budgetary processes and financial tracking is an advantage.
  • Previous experience working in the UN system is an asset.
Language Requirements:
  • Proficiency in English;
  • Good command over Hindi in reading and writing.