Recruitment Description/ Key Accountabilities

Qualifications and Skills

Task description

Summary of Key Functions:

• Programme Management Support

• Financial Management Support

• Administrative Support

• Support resource mobilization

• Support knowledge building and knowledge sharing

1. Programme Management Support

• Provide programme and administrative support to the Programme Unit in designing, planning and management of the country programme by managing data and facilitating pro-gramme implementation.

• Support the preparation of various programme documents, such as work plans, budgets, reports, and proposals on programme implementation arrangements.

• Help the Programme team to analyze partners requests and prepare all background documents for approval.

• Assist the Programme team in analyzing partners reports and ensure timely submission.

• Organize programme meetings and elaborate minutes.

• Assemble briefing materials and prepare power-point and other presentations for the pro-gramme unit.

• Identify sources and gather and compile data and information for the preparation of documents, guidelines, and other material as required.

• Assist the programme team in reviewing and preparing documentation on the procurement of goods and services, and support contract tracking.

• Help the team in providing guidance to the country and project offices on routine implementation of the project, tracking use of financial resources.

• Participate in M&E field visits of various projects, elaborate and share reports.

• Facilitate the elaboration of the Roster of Consultants and other Services Providers for the Implementation of the Country Office Work Plan.

• Work closely with the M&E Specialist for the follow up of the quarterly and Annual Reporting.

2. Financial Management Support

• Support Programme Staff to initiation of budget revisions, determination of unutilized funds, operational and financial closure of the project.

• Track monthly, the financial reports of projects in Atlas to inform on project delivery and timely alert on any follow up that may be needed.

• Support the Programme Team to analyze the financial reports of projects including the FACE and their compliance with advanced funds.

• Create requisitions in Atlas for receipt of goods and services, including making budget check for requisitions, POs and vouchers.

• Organize, compile and process information from the donor as well as from the programme team and keep track of the information through databases and e-filing.

• Support the programme team in the tracking of and reporting on mobilized resources.

3. Administrative Support to the Programme Unit

• Provide administrative support to the programme team in the organization of events, meetings, and workshops.

• Make travel arrangements for the programme team and project staff, including preparation of travel requisitions and claims.

• Draft non-substantive correspondence.

• Maintain and organize up-to-date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.

• Create and maintain files of correspondence/documents and electronically received information and ensure up-to- date filing (SharePoint and OneDrive).

• Maintain both hardcopies and electronic copies of the office records and reference files on various subjects.

• Prepare presentation material/slides in Power-point for presentations for the meetings/workshops and keep all papers ready for meetings.

4. Strategic partnership and resource mobilization Analyze information on donors, prepare donor´s profile and database in conformity with UN Women Tools

• Review of contributions agreement, managing contributions in Atlas.

• Revise the draft of the pipeline projects elaborated by the Programme team.

• Track and reporting on mobilized resources.

5. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participation in the preparation of Country Office and Projects trainings.

• Contributions to knowledge networks and communities of practice.

• Represent the Programme Unit in meetings as per request of the supervisor.