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Programme Associate

About the Role

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 guidance to the WEE/KCO 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 WEE/KCO 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 Atlas, 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 Atlas for development projects; register good receipts in Atlas.
  • Assist in the preparation and follow up of cost-recovery bills in Atlas.

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 guidance and training to Programme Assistants as needed.

Provide administrative support to Resource Mobilization

  • Prepare cost-sharing and other agreements; follow up on contributions within the KCO/WEE resource mobilization efforts.
  • Organize, compile and process information from donors, WEE/RO/CO, 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.

Key Performance Indicators

  • Timely and accurate support to events, workshops, and missions.
  • Full compliance of administrative activities with UN Women rules, regulations, policies and procedures.
  • Timely recording of overall programme unit finances.
  • Timely and accurate tracking of data for WEE/CO management and donor purposes.
  • Quality maintenance of internal systems.
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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

  • 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.
  • Good people skills.

Required Skills and Experience

Education and certification:

  • Completion of secondary education required.
  • Bachelor’s degree in Gender and International Development, in Agriculture, Natural Resource Management, Business or Public Administration or any other relevant degree.

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.
  • Experience working within and in supporting a team.
  • Experience in liaising with government agencies, private sector players and or donors is an asset.
  • Experience in working on gender equality and women’s empowerment projects is an asset.
  • Experience working in the UN system or other international organizations is considered an asset.

Language Requirements:

  • Fluency in English and Kiswahili is required.
  • Knowledge of another UN official working language is an asset.

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