I. Background:

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. Grounded on its four strategic priorities, UN Women is committed to empowering women and girls to contribute and have greater influence in building sustainable peace and resilience and benefit equally from the prevention of natural disasters, conflict, and humanitarian action. Globally, including in Indonesia, the impact of conflict, climate change, and natural disasters has disproportionately affected women and girls.

Funded by the Korea International Cooperation Agency (KOICA), UN Women Indonesia developed a three-year programme, “Empowered Women for Sustainable Peace: Addressing the Peace-Humanitarian Nexus to Enhance Community Resilience in Indonesia”, with the full implementation period from 2024 to 2026. The project aims to strengthen community resilience and reduce vulnerabilities in disaster-prone and conflict-affected areas by addressing the humanitarian-development-peace nexus in the context of Indonesia. It will contribute to the goal, that women and girls are able to withstand adverse impacts of conflict and natural hazard and able to contribute to a peaceful and just society. For this project, UN Women works with four Responsible Partners in three targeted provinces: Central Sulawesi, East Nusa Tenggara and West Nusa Tenggara. The project interventions are delivered to contribute to four outcomes:

1. National and/or local governments produce and use risk-informed, gender sensitive analysis of root causes and structural drivers of conflicts and positive factors for resilience.
2. Women are able to influence and gain benefits from local policies, plans, and mechanisms that build resilience.
3. Communities demonstrate commitment to advancing and implementing gender-responsive solutions/interventions/ mechanisms to promote social cohesion, conflict prevention and resilience.
4. Multi-stakeholder platform is established to promote capacity sharing and knowledge to enhance collaboration between humanitarian, development and peace actors at the national level, focusing on women’s leadership and participation in conflict prevention, emergency response and humanitarian action.

Under the supervision of the Project Coordination Analyst Peace Humanitarian Nexus, the Programme Associate works with and provides support to the members of the project team of WE NEXUS in the effective development and implementation of the project, consistent with UN Women rules and regulations.  S/he contributes to the WE NEXUS financial management and implementation, including providing necessary operational, administrative, and programmatic support. The Programme Associate works in close collaboration with the operations, Governance, Peace, and Resilience (GPR) Programme programme team and projects’ staff in the Country Office (CO). The post holder will liaise with colleagues at Regional Office (RO), and UN Women HQs as required for resolving complex finance- related issues and the exchange of information.

II. Key functions and Accountabilities

1. Provide administrative and logistical support to the formulation and management of programmes:

• Provide administrative support in the preparation of meeting organization arrangement and preparation, 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.

      2. Provide administrative support to the financial management and budget 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.
• Monitors the budget utilization and implementation in accordance with the work plan and the signed agreement including budget preparation and execution of the project and implementing partners;
• Ensures that expenditure is in accordance with the project document and project work plans and that accounting records and supporting documents are properly kept;
• Follow up on and/or consolidate performance indicators/success criteria, targets and milestones, preparation of financial reports of the project;
• Provide technical guidance to WE NEXUS project implementing partners/vendors on routine implementation, delivery of projects and reporting of programme supported activities and finances; Analysis of the situation in programme, identification of operational and financial problems, development of solutions;
• Ensure full compliance with UN/UN Women rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.

      3. 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 unit staff and consultants (pre-post mission preparation, ticket reservation, visa preparation, process allowance and reimbursement);, including travel requisitions and claims;
• Prepare public information materials and briefing packets;
• Assemble briefing materials and prepare power-point and other presentations;
• Provide guidance and training to Programme Assistants as needed;
• Support in Procurement contracts for goods and services i.e. production of the publication, maintaining record of procurement documentation for audit purpose (request for RFP/RFQ, assessment, creation of contract and contract amendment, process payment);
• Support in recruitment of staff and consultants; maintain record of recruitment documentation for audit purpose (advertising of vacancies, reviewing candidate applications, and all administrative aspects of the recruitment, archiving and maintaining records and liaising with the relevant unit to ensure appointments are achieved as planned);
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in UN Women E-systems. Maintain programme unit files and documentation.

    4. Provide administrative support to Resource Mobilization: 

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

  5. 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.

     6. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

III. Competencies :

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Please visit this link for more information on UN Women’s Values and Competencies Framework:

Functional Competencies:

• Good knowledge of programme management;
• Ability to administer and execute administrative processes and transactions;
• Ability to create, edit and present information in clear and presentable formats;
• Ability to manage data, documents, correspondence and reports information and workflow;
• Strong financial and budgeting skills;
• Strong IT skills.

IV. Recruitment Qualifications:

Education and Certification

• Completion of secondary education is required.
• Bachelor’s degree in Accounting, Business or Public Administration or public administration /economy or other related fields is an asset.

Experience

• At least 6 years of progressively responsible experience in administration or programme management/support.
• Experience in managing development grants for development or non-profit organizations is desirable.
• 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 (i.e. Quantum, or Atlas) is desirable.
• Previous experience in the UN System or international organizations is considered an asset.

Languages 

• Fluency in English and Indonesian Language is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Statements :

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible 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’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements