Administrative Associate (SB3/5) EVOLVE4GE Project

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.

The work of UN Women in Moldova is guided by its new Country Strategic Note 2023-2027, aligned with the UN Sustainable Development Cooperation Framework for Moldova 2023-2027 (UNSDCF), UN Women Global Strategic Plan, National Programs and Strategies and aims to contribute to the gender-responsive implementation of the 2030 Agenda for Sustainable Development. The Strategic Note focuses on four main areas: 1) Ending Violence against Women; 2) Women’s Leadership and Governance; 3) Women’s Economic empowerment and 4) Humanitarian and Peace development nexus and UN Coordination on gender equality.

As of November 2023, UN Women launch the implementation of an EU-funded Project “Ending Violence, Expanding Livelihood Opportunities for Women and Accelerating Gender Governance in Moldova with the short title: “EVOLVE4GE”.

The proposed project interventions will support the Government to address the persistent challenges and gaps identified in areas of critical importance for advancing gender equality by using gender mainstreaming and gender responsive budgeting as key approaches to development of gender responsive policies and budgets. At the same time, it will integrate tailored actions for women to increase their entrepreneurship skills and economic competitiveness, but also support national stakeholders to improve and implement the regulatory and policy frameworks on economic empowerment of women. Additionally, the project interventions will aim to improve prevention of gender-based violence, work on behavioral change towards strengthening the culture of reporting and supporting women and girls in exercising their rights and reaching out to recourse mechanisms, it will expand and strengthen specialist services. Finally, it will enhance the overall planning, coordination and oversight of the progress on implementation of the EVAW programme, through the technical support in the establishment of the National Agency for Prevention and Combating Violence against Women and Domestic Violence, approved with Government decision accompanied by allocation of resources in the 2023 budget.

The project will contribute to the implementation of the Country Level Implementation Plan (CLIP) of Moldova of the Gender Action Plan III[1] and is fully aligned with the priority 5 of the Multiannual Indicative Programme (MIP) 2021-2027: a resilient, gender equal, fair and inclusive society[2]. As well it will contribute directly to the implementation of the national priorities set in the National Development Strategy “Moldova -2030”, the Government Programme on Gender Equality (2023 – 2027), the RoadMap for Economic Empowerment of Women, the National Programme on Ending Violence against Women (2023-2027), as well as to the gender responsive provisions of the National Strategy for Public Finance Management (2023-2030) and related programmes and the National Strategy Public Administration (2023-2030). It will also support the Government to advance implementation of the gender equality commitments aligned with the EU candidacy status granted to the Republic of Moldova in June 2022.

Reporting to Project Manager, the Administrative Associate works with and provides support to the members of the Programme Team in the development and implementation of effective programmes consistent with UN Women rules and regulations.  The Administrative Associate contributes to research, financial management, and programme implementation including providing necessary operational, administrative and programmatic support. The Administrative Associate works in close collaboration with the operations, programme and projects’ staff in the Regional Office and UN Women Headquarters as required for resolving complex finance-related issues and exchange of information.

Duties and Responsibilities

Provide advanced administrative and logistical support to the formulation and management of project

• Provide advanced administrative support and inputs in the preparation of project work plans, budgets, and proposals on project implementation arrangements;
• Provide technical guidance to the country offices and executing agencies on routine delivery and reporting of project supported activities and finances;
• Coordinate the collection of information for the audit of project and support implementation of audit recommendations; 
• Contribute to the development or update of standard operating procedures, guidelines, checklists, templates and business processes in project management;
• Review programme data from projects for Country Office website;
• Identify sources, and gather and compile data and information for documents, guidelines, speeches and position papers.

Provide advanced administrative support to the financial management of the Project Unit:

• Create projects in Quantum system, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project;
• Monitor budget preparation and the finances of projects; prepare periodic reports; finalize FACE forms;
• Review financial reports; prepare non-Purchase Order vouchers for development projects;
• Maintain internal expenditures control system; post transactions in Quantum system;
• Create requisitions in Quantum system for development projects; register good receipts in Quantum system;
• Prepare and follow up of cost-recovery bills in Quantum system.

Provide advanced administrative support to the Project Unit:

• Oversee all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
• Oversee travel arrangements for the Project Team, including travel requisitions and claims;
• Prepare public information materials and briefing packets;
• Liaise with high level officials on administrative issues;
• Prepare and assemble briefing materials and prepare power-point and other presentations; contribute inputs to the materials;

Provide administrative support to Resource Mobilization:

• Prepare cost-sharing and other agreements; follow up on contributions within the Country Office resource mobilization efforts;
• Organize, compile and process information from EU Delegation, Country Office, and project team, as inputs to various databases and documents.

Facilitation of knowledge building and knowledge sharing:

• Support synthesis of lessons learnt and best practices related to project management and finance;
• Coordinate the organization of training for the office staff and partners on project and operations related issues.

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

• Strong knowledge of programme management;  
• Ability to create, edit, synthesize and present information in clear and presentable formats;
• Ability to administer and execute administrative processes and transactions;
• Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems;
• Ability to manage data, documents, correspondence and reports information and workflow;
• Excellent financial and budgeting skills;
• Excellent 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 7 years of progressively responsible experience in administration or programme management/support;
• Experience in working in a computer environment using multiple office software packages is required;
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable;

Language Requirements:

• Fluency in English, Romanian is required;
• Working knowledge of one or more additional languages relevant for Moldova, including Russian, Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.