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Programme Assistant

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Last update: 3 days ago Last update: Jan 25, 2023

Details

Deadline: Feb 7, 2023
Location: Turkey Turkey
Sectors: Administration Administration
Job type: Contract, 4 to 12 months
Languages:
English, Turkish English, Turkish
Work experience: From 1 years
Date posted: Jan 25, 2023
Expected starting date: Mar 1, 2023

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Description

Turkish Nationals Only

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women Regional Office for the Europe and Central Asia (ECA) region was established in Istanbul, Turkey, at the beginning of 2014 as a part of the UN Women’s new regional architecture. Based on UN legislative mandates and the UN Women Strategic Plan, the Regional Office for ECA is tasked with providing strategic programme development, policy/ technical advisory services and quality assurance support to field offices and Regional/Sub-regional programmes. It undertakes or coordinates regional research and data analysis; advises on norms, policies and strategies for achieving the internationally and regionally agreed goals related to gender equality and women’s empowerment issues. It acts as a knowledge hub at the regional level, collecting evidence on progress and emerging issues and sharing knowledge on innovative approaches and lessons learned in implementation.

Reporting to the ECARO Programme Specialist, the Programme Assistant works with and provides support to the members of the Programme Support Unit (PSU) in exercising its oversight, technical support and quality control and implementation of effective regional programmes consistent with UN Women rules and regulations. S/he provides programmatic, operational and logistical assistance to the team for the smooth programme implementation and oversight.


Duties and Responsibilities

1. Provide programmatic and operational support to PSU to exercise its programme oversight/programme support function

Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
Provide administrative support to the 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;
Provide administrative support to events such as webinar, meetings, conferences, workshops, etc.;
Identify sources and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers, in collaboration with the PSU team.
Support the preparation and announcement for Call for Proposals
Support in travel arrangements, including travel claims;
Serve as the Quantum focal point for vendor creation/submission

2. Provide administrative support to the financial management of projects

Provide administrative support in the preparation of documents for payment process for LTA, vendor, consultants, etc.; process payment request for consultant and vendors, as delegated
Create requisitions in Quantum for projects, register receipt of goods and services, including making budget check for requisitions, POs and vouchers
Provide administrative support to the responsible parties on routine delivery and reporting of programme supported activities and finances;

3. Maintain record keeping/filing

Create, maintain and organize up-to-date files for easy access and retrieval
Keep track of information through databases and e-filing

4. Facilitation of knowledge building and knowledge sharing

Provide administrative support to the organization of training for the office staff and partners on programme and operations related issues.
Draft non-substantive correspondence
Staying up to date with the latest systems, tools, processes and guidelines from UN Women and relevant partners to efficiently deliver programming Contributions to knowledge networks and communities

Key Performance Indicators

Timely and accurate administrative and logistical support to events, workshops, and missions;
Full compliance of programmatic and operational activities with UN Women rules, regulations, policies and procedures;
Timely and accurate tracking of data for PSU
Quality maintenance of internal systems and files;
Quality and timely support to 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

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.


Required Skills and Experience

Education and certification:

Completion of secondary education required.
Bachelor’s degree in Business or Public Administration is an asset.

Experience:

At least 4 years experience with secondary degree or 1 year experience with bachelor`s degreeof progressively responsible experience in administrative or programme management/support;
Experience in working in a computer environment using multiple office software packages;
Knowledge of Atlas/PeopleSoft or other ERP system is an asset;
Experience in supporting a team is an asset.
Experience in the UN agencies and/or international organizations is an asset

Language Requirements:

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