Vacancies at UN Women

Duties and responsibilities:

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 support in South Africa Multicountry Office and executing agencies on routine delivery and reporting of programme supported activities and finances;  
• Provide support in the preparation of information 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. 
• 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 administrative support synthesis of lessons learnt and best practices related to programme management and finance; 
• Provide administrative support to the organization of trainings for the office staff and partners on programme and operations related issues

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. 

Education and Certification:

• Completion of secondary education is required;
• Bachelor’s degree in social sciences, Business Management, Public Administration or a related field is an asset.

Experience:

• At least 6 years of progressively responsible experience in administration or programme management/support;
• Experience in working on gender equality and women’s empowerment;
• Demonstrated experience working with UN agencies;
• Experience in working in a computer environment using multiple office software packages;
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable;
• Experience in supporting a team.

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Key Functions and Accountabilities:

Provide executive support to the UN Women South Africa Multi-Country Country Representative:

• Manage the UN Women Country Representative’s calendar, and schedule of appointments and meetings; 
• Arrange travel and hotel accommodations and other logistics for the UN Women Country Representative; 
• Maintain roster of South Africa Multi-Country Office contacts; update electronic mailing lists; 
• Answer and screen calls for the Country Representative with tact and discretion; 
• Manage administrative files on the Country Representative mission travel and mission reports; 
• Research files, collect information and organize materials to meet the Country Representative requests. 

Provide administrative support to the UN Women South Africa Multi-Country Country Representative:

• Undertake the logistical, administrative and financial arrangements, to organize meetings, events, and workshops; 
• Organize and attend meetings and events, prepare minutes and summaries; 
• Prepare and assemble briefing materials and PowerPoint presentations for the Country Representative/ Regional Director for meetings, missions and other key events; 
• Organize and monitor the office filing system; 
• Follow up with the Country Representative/ Regional Director on deadlines and commitments. 

Provide effective communication and information management support to the South Africa Multi-Country Office:

• Facilitate flow of information and communication between the UN Women Country Representative Office and other units within or outside of UN Women;  
• Review, prioritize and route correspondence to and from the UN Women Country Representative Office; take proactive follow-up action and keep the Country Representative/ Regional Director informed;  
• Respond to and/or direct inquiries to appropriate units for timely action/response;  
• Prepare routine correspondence and interoffice circulars; review documents and reports to ensure spelling, punctuation and format are correct; 
• Maintain and organize up to date hard and electronic files for easy access and retrieval; 
• Ensure safekeeping of confidential materials; 
• Assist in the preparation and finalization of informal translations; act as interpreter as required. 

Provide support to the South Africa Multi-Country Country Representative Office’s external relations activities:

• Facilitate the Country Representative’s interaction with various external partners through written, verbal and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices; 
• Receive and greet high ranking officials/visitors; 
• Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.

Contribute to knowledge building and knowledge sharing:

• Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs; 
• Build and share knowledge and experience related to administrative and operations support.

Education and Certification:

• Completion of secondary education is required;
• Bachelor’s degree in business administration or public administration is an asset. 

Experience:

• At least 6 years of progressively responsible experience with administrative, secretarial, or programme experience; 
• Experience in the use of computer applications and software packages such as Microsoft Office, and web-based management systems; is required 
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.

go to method of application »

Key Functions and Accountabilities:

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. 

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. 

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 administrative support to Resource Mobilization:

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

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

Education and Certification:

• Completion of secondary education is required; 
• Bachelor’s degree in business or public administration 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, is desirable;