Administrative assistant to support the implementation of the “To SIMBANA” leadership pilot program
Full Time
- Full Time
- KINSHASA
- Posted 11 seconds ago
UNDP/ A WOMEN
Administrative assistant to support the implementation of the “To SIMBANA” leadership pilot program
Kinshasa
- Organization: UNDP – United Nations Development Program
- Location: Kinshasa
- Grade: Consultancy – SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
- Occupational Groups:
- Operations and Administration
- Legal – Broad
- Administrative support
- Legal – International Law
- Aviation and Air traffic (planning/management/services)
- Project and Program Management
- Closing Date: 2024-08-25
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Background
UN Women, founded on the vision of equality enshrined in the Charter of the United Nations, works to eliminate discrimination against women and girls; women’s empowerment; and achieving equality between women and men as partners and beneficiaries of development, human rights, humanitarian action, peace and security. In line with its Strategic Plan, the prevention and elimination of violence against women and girls is one of UN Women’s key strategic priorities.
UN Women/DRC contributes to the government’s efforts to advance gender equality and women’s empowerment, as outlined in its Strategic Development Plan 2011-2030, its Sustainable Development Goals roadmap, and support of its international obligations on human rights and gender equality. Under the United Nations Sustainable Development Cooperation Framework, UN Women’s programming focuses on women’s economic empowerment, the elimination of violence against women and girls, promoting women’s political participation and female leadership, on women, peace and security (WPS) and supporting the implementation of normative commitments (e.g. CEDAW, Beijing Platform for Action, SDGs), gender mainstreaming in all areas to achieve these results.
It is with this in mind that UN Women/DRC, with financial support from Great Britain, is developing a pilot leadership program “TO SIMBANA”. As part of the implementation of this program, UN Women is recruiting an administrative assistant who will be based in Kinshasa under the direct supervision of the program manager. This will provide support and assistance to the program team to ensure diligent implementation, in accordance with the agency’s rules and procedures.
Duties and Responsibilities
1. Program management support
- Provide program and administrative support to the program team in the development of various program documents, such as work plans, budgets, reports and proposals on program delivery arrangements .
- Under the direction of the supervisor, gather information materials and prepare PowerPoint and other presentations for the program unit.
- Identify sources, and collect and compile data and information for the preparation of documents, guidelines and other materials, as required.
- Assist the program team in reviewing and preparing documentation relating to the procurement of goods and services, and support contract monitoring.
- Assist the team in providing guidance to country and project offices on regular project implementation, monitoring the use of financial resources.
2. Support for budgetary and financial management
- Use Quantum to prepare required budget revisions, review of project award and status, determination of unused funds, operational and financial closure of the project.
- Assist in reviewing and preparing procurement documentation for goods and services, and support contract monitoring.
- Support the issuance and modification of contracts for contract holders and consultants and make payment, as required, upon receipt of deliverables.
- Create requisitions in Quantum for receiving goods and services, including budget verification for requisitions, purchase orders and supporting documents.
- Process payments for contract holders and consultants in accordance with contracts and receipt of deliverables.
- Assist in travel arrangements, sourcing and selection of suppliers (goods including hotels, transportation), payment of MAD for attendees at physical events.
- Support the program team in financial management and project monitoring.
3. Program and administrative support
- Provide programmatic and administrative support to the program team for the preparation and regular updating of various program documents, such as work plans, budgets and project reports.
- Provide administrative and logistical support in organizing meetings and events.
- Involve internal and external participants, including administrative support during meetings – emails, invitation, schedule, participant list, etc.
- Arrange travel and reimburse travel expenses for program team, project staff and official event participants.
- Correspondence and administrative letters project.
- Maintain and organize up-to-date physical and electronic records for easy access and retrieval, including for audit preparation. Ensure the conservation of confidential documents.
- Other logistical and administrative tasks as needed.
4. Support resource mobilization with a focus on achieving the following results
- Review of the contribution agreement, management of contributions in Quantum.
5. Support the acquisition and sharing of knowledge within the coordination center with a focus on achieving the following results.
- Participation in training for operations/project staff on the program. Contributions to knowledge networks and communities of practice.
Key performance indicators
- Timely and accurate administrative and budgetary and financial management support
- Full compliance with administrative activities in accordance with UN Women rules, regulations, policies and procedures
- Fast and accurate data tracking for budget/financial management support and donor purposes
- Quality maintenance of internal systems and files
- Quality and rapid support to the program team.
Competencies
Core Values
- Respect for diversity
- Integrity
- Professionalism
Key skills
- Awareness and sensitivity to gender issues
- Responsibility
- Creative problem solving
- Effective communication
- Inclusive Collaboration
- Stakeholder engagement
- Lead by example
Functional skills
- Good financial and budgetary skills
- Strong organizational, human resources, financial and administrative skills with the ability to work in a fast-paced environment
- Ability to manage data, documents, correspondence and reporting and workflow
- Good computer skills.
Required Skills and Experience
Training and certification
- High school diploma required.
- A bachelor’s degree in business administration, public administration, social sciences or other related fields is an asset.
Experience
- At least 5 years of progressively responsible experience in administration or providing administrative support to programs and office operations.
- Proven knowledge of financial systems, automated procurement systems and web management systems (knowledge of Quantum is an asset).
- Previous professional experience in the UN and other development organizations is highly desirable.
Language requirements
- Fluency in French and English is required
- Knowledge of another official UN working language is an asset.
Guidelines for Submitting Applications
Interested candidates are invited to apply online by following the instructions below:
- UN Women Form P11: A completed and signed copy of the UN Women Form P11 ().
- Cover letter
Please note that these documents must be submitted as a single file in PDF format.
At UN Women, we are committed to creating an environment that is diverse, inclusive and mutually respectful. UN Women recruits, employs, trains, pays and promotes without regard to race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin or any other reason. other basis covered by the appropriate law. All employment is decided on the basis of qualifications, skills, integrity and the needs of the organization.
If you require an appropriate accommodation to support your participation in the recruitment and selection process, please include this information in your application.
UN Women maintains a policy of zero tolerance for behavior inconsistent 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 policies and procedures and the standards of conduct expected of UN Women staff and will therefore be subject to rigorous reference and background checks. (The background check will include verification of academic credentials and employment history. Selected applicants may be required to provide additional information to complete a background check).
Note: In July 2010, the United Nations General Assembly established UN Women, the United Nations entity for gender equality and the empowerment of women. The creation of UN Women is part of the UN reform agenda, which aims to pool resources and mandates for greater impact. It merges and builds on the important work of four previously separate parts of the United Nations system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization’s page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
