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.
The UN Women Country Office in BiH is implementing a country-wide intervention on Gender Responsive Governance – Gender Responsive Budgeting, Gender Equality Facility and Women in Elections. The overall goal of the intervention is to improve the lives of women and men, as well as to support the inclusion of the most vulnerable through effective, systematic and sustainable integration of gender equality at all stages of national and local policy-making and budgeting processes in Bosnia and Herzegovina. The intervention will respond to the immediate priorities of central and local governments towards fulfilling their national and international gender equality and women’s empowerment commitments and increase government capacities to be able to create coherence between fiscal policies and gender equality commitments.
Over the past years, UN Women has provided support to national and local stakeholders in strengthening democratic governance and advancing women’s rights through initiatives aimed at mainstreaming gender in policy planning and budgeting. Integration of gender responsive principles in policies and legislation in BiH will contribute to the implementation of measures and priorities set out in the BiH Reform Agenda. Specifically, it means more socially responsive policies in the areas of public administration reform, public finance management reform and improvement of business climate.
Under the direct supervision of the GRB Project Coordinator and overall supervision of the Programme Specialist, the Project Assistant supports the activities of the Gender Responsive Governance – Gender Responsive Budgeting, Gender Equality Facility and Women in Elections project, by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Project Assistant promotes a client, quality and results-oriented approach.
The Project Assistant works in close collaboration with the relevant project staff and the operations team to ensure consistent service delivery.
Duties and Responsibilities
Support to the implementation of project activities:
To support full compliance of project activities with UN Women rules, regulations, policies and strategies;
To support the design of project activities and project documents (proposals and narrative reports);
To support the development of work plans;
To supports the recruitment, human resource and overall programme and operational processes necessary for the implementation of the project activities;
To draft routine official correspondence/documents and assists in the preparation of needed project documents;
To provide support to organizing and holding meetings, minute taking, including the preparation and dissemination of information and follow-up;
To provide support to implementing partners;
To establish effective working relations and good communication with institutional counterparts, CSOs and with other partner UN agencies;
To support the coordination of stakeholders (government and CSO partners) performed by the project staff;
Provision of administrative and logistical support to the Project Team:
To support the organization of procurement processes including preparation of Requests for Quotation, Invitations to Bid or Requests for Proposal documents, receipt of quotations, bids or proposals, their preliminary evaluation;
To arrange travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
To provide administrative support to conferences, workshops, retreats;
To collect information for Daily Subsistence Allowance, travel agencies and other administrative support for the organization of common services;
To maintain the filing system ensuring safekeeping of confidential materials;
To assist in the preparation of budget and provision of information for audit or project evaluations;
To provide translation and interpretation as required for project activities;
To organizes translation and interpretation services in accordance with business processes;
Support to Business Processes:
To ensure that business processes followed by the project are in line with the UN Women rules and regulations, policies and internal control framework;
To create requisitions in Atlas;
To support the creation and stores project budgets;
To assist in timely reporting;
To ensures timely submission of monthly leave reports and attendance record cards;
Support to the knowledge management processes:
To provide necessary administrative support for effective knowledge management to be shared with the team;
To participate in the training for the operations/projects staff on administration;
To contribute to knowledge networks and communities of practice.
Impact of Results
The project assistants’ performance will have an impact on the results of the project and the implementation of its activities. Accurate analysis, data entry and presentation of information will support proper project implementation, strengthen the capacity of the team and promote positive results. The efficient performance of this position is crucial for the success of the project.
CORE VALUES / GUIDING PRINCIPLES
Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
Cultural sensitivity and valuing diversity: Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.
Ethics and Values: Demonstrate and safeguard ethics and integrity
Organizational Awareness: Demonstrate corporate knowledge and sound judgment
Development and Innovation: Take charge of self-development and take initiative
Work in teams: Demonstrate an excellent ability to work in a multicultural, multiethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.
Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication
Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others
Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge
Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making
Good knowledge of administrative rules and regulations, organizational policies and procedures related to the position and ability to apply it consistently in work tasks;
Ability to administer and execute administrative processes and transactions;
Ability to extract, interpret, analyze data and resolve operational problems;
Ability to perform work of confidential nature and handle a large volume of work;
Ability to support a team and team building skills;
Strong IT skills and ability to apply it consistently in work tasks;
Focuses on result for the client and responds positively to feedback;
Attention to detail;
Maintains information/databases on potential and actual donors;
Maintains database of project files;
Provides data and information needed for preparation of project documents
Excellent knowledge of office software packages;
Reports to internal and external partners in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external partners;
Responds to partner needs promptly
Required Skills and Experience
University degree will be considered an asset.
5 years of relevant administrative or programme/project experience performing the above-mentioned tasks, is required. Familiarity with the UN system will be considered and asset.
Experience working with women rights issues is necessary as well as a good understanding of gender-based violence and feminism.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, extensive knowledge and experience in usage of web – based management systems. Short listed candidates will be tested in this field.
Knowledge of UN Enterprise Resource Planning Software (ATLAS) will be considered an asset.
Excellent English and B/S/C language skills, both written and oral and good translation skills. Short listed candidates will be tested in this field.
Important applicant information
All posts in the SC categories are subject to local recruitment.
Applicant information about UNWomen rosters
Note: UNWomen reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNWomen at the same grade level and with similar job description, experience and educational requirements.
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