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Programme Associate WEE Indonesia (Local post for Nationals of Indonesia and applicants with a valid work permit).

UNDP

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.

In Indonesia, UN Women works with the government, civil society organizations (CSOs), academia, the media, and the public and private sectors to address national gender equality priorities and women's empowerment. Placing the advancement of women's rights at the centre of our work and aligning with UN Sustainable Development Cooperation Framework (UNSDCF) 2021-2025UN Women Indonesia focuses on (1) Inclusive human development through ending violence and discrimination against women and building women's leadership to build sustainable peace (2) Advance value-added and transformative economy by supporting women's economic empowerment (3) Gender-responsive approach to building climate resilience and disaster risk reduction (4) Using innovation and data to leverage gender responsive governance.

The Programme Associate for Women’s Economic Empowerment (WEE) Programme is expected to contribute to administrative and financial aspects of the Women’s Economic Empowerment programme of UN Women Indonesia Country Office, which focuses on:

  1. Gender-responsive entrepreneurship capacity development
  2. Strengthening the role of the private sector for gender-responsive business ecosystem
  3. Financing for gender equality and women’s empowerment
  4. Advancing women's economic empowerment in climate action and transition to the green economy

Additionally, the Programme Associate is expected to support the implementation of a newly launched programme “Empowered Women for Sustainable Peace: Addressing the Peace-Humanitarian Nexus to Enhance Community Resilience in Indonesia” funded by KOICA.

Under the supervision of the WEE and Sustainable Livelihoods Team Lead (Programme Manager), the Programme Associate works with and provides support to the members of the programme team in the Women’s Economic Empowerment Unit in Indonesia in the effective development and implementation of programmes, consistent with UN Women rules and regulations.

S/he contributes to the WEE programme's financial management and implementation, including providing necessary operational, administrative, and programmatic support. The Programme Associate works in close collaboration with the operations, programme and projects’ staff in the Country Office (CO), Regional Office (RO), and UN Women HQs as required for resolving complex finance-related issues and the exchange of information. 

Duties and Responsibilities

1. Provide administrative and logistical support to the formulation and management of programmes:

  • Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements; 
  • Provide technical guidance to the CO/MCOs and executing agencies on routine delivery and reporting of programme supported activities and finances; 
  • Prepare information for the audit of programmes/ projects and support implementation of audit recommendations; 
  • Review programme data from programmes/ projects for the MCO/CO/RO website; 
  • Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers. 

2. Provide administrative support to the financial management of the Programme 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; 
  • Provide administrative support in monitoring budget preparation and the finances of programmes/projects; including the finalization of FACE forms; 
  • Review financial reports; prepare non-PO vouchers for development projects; 
  • Process payment for consultants; 
  • Maintain internal expenditures control system; 
  • Create requisitions in Quantum system for development projects; register good receipts in Quantum system; 
  • Assist in the preparation and follow up of cost-recovery bills in Quantum system. 

3. Provide administrative support to the Programme Unit:

  • Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions; 
  • Make travel arrangements for the Programme Team, including travel requisitions and claims; 
  • Prepare public information materials and briefing packets; 
  • Assemble briefing materials and prepare power-point and other presentations; 
  • Provide guidance and training to Programme Assistants as needed. 

4. Provide administrative support to Resource Mobilization:

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

5. Provide effective support to programme unit on Budget and Finance Management:

  • Monitors the budget utilization and implementation in accordance with the work plan and the signed agreement;
  • Ensures that expenditure is in accordance with the project document and project work plans and that accounting records and supporting documents are properly kept;
  • Provide advanced administrative support and inputs in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
  • Creates projects in UN Women systems, prepares budget revisions, revises project details and status; determine unutilized funds and the operational and financial management of projects from creation to closure;
  • Monitors budget preparation and the budget execution of the Regional Programme and of all implementing countries;
  • Follow up on and/or consolidate performance indicators/success criteria, targets and milestones, preparation of financial reports of all country Offices;
  • Provide technical guidance to WEE programme implementing partners/vendors on routine implementation, delivery of projects and reporting of programme supported activities and finances; Analysis of the situation in programme, identification of operational and financial problems, development of solutions;
  • Ensure full compliance with UN/UN Women rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.

6. Provide advanced Administrative support to programme unit:

  • Support in meeting organization arrangement and preparation (budget preparation, venue selection and administration for the meetings such as send out and track invitation letters, organize travel of participants, prepare meeting documents and provide pre/post session logistical and administrative support for the meetings);
  • Support in Procurement contracts for goods and services i.e. production of the publication, maintaining record of procurement documentation for audit purpose (request for RFP/RFQ, assessment, creation of contract and contract amendment, process payment);
  • Support in recruitment of staff and consultants; maintain record of recruitment documentation for audit purpose (advertising of vacancies, reviewing candidate applications, and all administrative aspects of the recruitment, archiving and maintaining records and liaising with the relevant unit to ensure appointments are achieved as planned);
  • Support travel arrangement of programme unit staff and consultants (pre-post mission preparation, ticket reservation, visa preparation, process allowance and reimbursement);
  • Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in UN Women Esystems. Maintain programme unit files and documentation.
  • Carry out any other administrative and finance tasks as required by WEE Programmes in Indonesia office.

7. Facilitate knowledge building and knowledge sharing:

  • Provide administrative support synthesis of lessons learnt and best practices related to programme management and finance; 
  • Provide administrative support to the organization of training for the office staff and partners on programme and operations related issues

8. 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:

  • 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

Please visit this link for more information on UN Women’s Core Values and Competencies:

https://www.unwomen.org/en/about-us/employment/application-process#_Values

Functional Competencies:

  • Good knowledge of programme management; 
  • Ability to administer and execute administrative processes and transactions; 
  • Ability to create, edit and present information in clear and presentable formats; 
  • Ability to manage data, documents, correspondence and reports information and workflow; 
  • Strong financial and budgeting skills;
  • Strong IT skills.

Required Skills and Experience

Education and Certification:

  • Completion of secondary education is required. 
  • Bachelor’s degree in Business or Public Administration or public administration/economy or other related fields is an asset.

Experience

  • At least 6 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 supporting a team is required. 
  • Experience in the use of a modern web-based ERP System preferably Oracle Cloud (i.e. Quantum, or Atlas) is desirable.
  • Previous experience in the UN System or international organizations is considered an asset.

Languages

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

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc. Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

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Confirmed 17 hours ago. Posted 13 days ago.

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