JOB DESCRIPTION
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I. Position Information
Job Title: Programme, administrative and Finance
Assistant
Department: Liberia Country Office
Reports to (Title/Level): Head of Unit, Women Peace and
Security Programme Specialist (P4)
Current Grade: SB3/4
II. Organizational Context
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.
Reporting to the Women Peace and Security Programme Specialist, the Programme, Administrative and Finance Assistant
will work with and provide support to the members of the Women Peace and Security (WPS) Unit in the development and
implementation of effective programmes consistent with UN Women rules and regulations. S/he will provide programme,
administrative, and logistical assistance to the WPS team for the smooth programme implementation.
III. Functions
1. Provide administrative and logistical support to the formulation and management of programmes
• Provide administrative support in the preparation of programme work plans, budgets, procurement requests and
proposals on programme implementation arrangements, including tracking the delivery of funds;
• Provide administrative support to the executing agencies / 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;
• Identify sources and gather and compile data and information for the preparation of documents, guidelines,
speeches and position papers, in collaboration with the Programme team.
2. Provide administrative support to the financial management of the programme portfolio of the WPS Unit
• 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 and preparation of budget and the finances of
programmes/projects, and in the preparation of FACE forms;
• Prepare non-PO vouchers for development projects;
• Process payment for consultants, as delegated;
• Create requisitions in Atlas for development projects; register good receipts in Atlas.
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3. Provide administrative support to WPS 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;
• Draft minutes in meetings, as requested;
• Assemble briefing materials and prepare power-point and other presentations, in collaboration with the
Programme team;
• Organize and coordinate filing of documents; maintain mailing lists.
• Organize, compile, and process documentation and information from donors, and programme team as inputs to
various databases and documents.
• Support project officers to manage project budgets and finalize financial reports
• Facilitation of knowledge building and knowledge sharing
• Provide administrative support to the organization of trainings for the office staff and partners on programme
and operations related issues.
IV. Key Performance Indicators
• Timely and accurate administrative and logistical support to events, workshops, and missions;
• Full compliance of administrative activities with UN Women rules, regulations, policies and procedures;
• Timely and accurate tracking of data for Liberia Country Office management and donor purposes;
• Quality maintenance of internal systems and files;
• Quality and timely support to programme team.
V. 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
• Knowledge of programme management;
• 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.
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VI. Recruitment Qualifications
Education and certification: • Bachelor’s degree in Business or Public Administration or a related field is required.
Experience: • At least 5 years of progressively responsible experience in administrative and
programme management/support;
• Experience in working in a computer environment using multiple office software
packages;
• Proven experience in supporting a team;
• Experience in the use of ATLAS is an asset;
• Previous experience working for the UN is an asset;
Language Requirements: • Fluency in English is required;
• Knowledge of the other UN official working language is an asset.
All interested applicants must submit an application letter with a UN standard personal history form and
send to: liberia.procurement@unwomen.org . Or apply through the system below. Please download the P11 form from
http://www.unwomen.org/en/about-us/employment. The deadline for application is January 30th
30,
2020 @17:00.
We will only consider applications with complete P11 attached. UN Women will only be able to respond
to those applicants in whom UN Women has a further interest. UN Women does not solicit or screen for
information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status. UN
Women does not solicit fees at any stage of the recruitment process.
Women are strongly encouraged to apply.