Under the supervision of the Gender Training Specialist and under the technical guidance from regional focal points at UN Women Regional Office for Asia and the Pacific, the Programme Assistant works with and provides support to Programme Specialists 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.
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 agencies / 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.
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.
Support the preparation of the requirement and the Term of References identifying the need for procurement of services or goods.
Support and provide feedback in the technical evaluation of the competitive bidding procurement action;
Provide administrative support for finance team, as required, with respect to the payment processes;
Serve as the Quantum focal point for vendor creation/submission.
Make travel arrangements for the Programme 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.
Organize and coordinate filing of documents; maintain mailing lists.
Requirements:
University degree (bachelor’s degree) in business or public administration, social science, or related fields, will be given due consideration, but it is not a requirement.
At least five (5) years (with secondary education) or at least two (2) years (with Bachelor´s degree) of progressively responsible experience in administrative or programme management/support;
Experience in working in a computer environment using multiple office software packages is required;
Experience in the use of ERP systems, preferably Oracle Cloud, is desirable;
Fluency in English and Korean is required.
Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).
