In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. In doing so, UN Member States took an historic step in accelerating the Organization’s goals on gender equality and the empowerment of women. The creation of UN Women came about as part of the UN reform agenda, bri...

Responsibilities or duties

The national consultant will be responsible for:

Provide administrative and logistic support to the management ESARO-WPHF Project:

• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
• Assist in follow-up actions to implement operational activities;
• Provide administrative support to the Policy Advisor WPS in monitoring the implementation of the WPHF project work-plan;
• Collect and compile information/data as required on programme related operations matters by the Policy Advisor WPS and Programme Analyst in support of WPHF project;
• Participate in Operations meetings for effectiveness, efficiency, coherence and impact of UN Women operational activities.

Provide administrative support to the budgetary planning, monitoring and financial management of the section:

• Provide administrative Support in the planning, tracking and recording of financial resources in accordance with UN Women rules and regulations;
• Prepare budget revisions, create requisitions, register good receipts and assist in the preparation and follow up of cost-recovery bills in the Quantum system;
• Provide administrative support to the contributions management business process by compiling and recording contribution information and ensuring supporting documentation is properly maintained;
• Support and work with WPS team in the creation of projects in Quantum, recording and tracking expenses and budgets in Quantum and Prism, including revising project awards and providing updates in project status in Quantum, in relation to issues such as the determination of unutilized funds; the operational and financial closure of projects etc.;
• Review and monitor program budget expenditures and delivery on a monthly basis, review financial reports and other documents required by the Section to respond to donor queries;
• Provide administrative support in monitoring budget preparation and the continuous monitoring of finances of programmes/projects; including the finalization of FACE forms.

Provide Administrative and Financial Support:

• Provide administrative and procurement support for the organization of conferences, workshops, missions, and trainings under the WPHF/RRW project, including preparation of requisitions, logistics coordination, and vendor follow-up;
• Coordinate travel planning, logistics, and claims processing for women peace advocates, other direct support beneficiaries, and relevant project activities that require travel;
• Support financial management tasks including creating e-requisitions, supporting procurement processes, and maintaining organized financial records in line with UN Women procedures;
• Maintain organized digital filing of correspondence, documents, and project records, ensuring they are up-to-date and properly archived.

Support Knowledge Management and Communications:

• Assist in developing communications and visibility materials including success stories, human-interest stories, social media inputs, and web updates to enhance visibility of WPHF/RRW initiatives;
• Support documentation of lessons learned and best practices;
• Support regional meetings and prepare concise, structured meeting reports to facilitate timely follow-up and decision-making;
• Contribute to drafting knowledge products such as policy briefs and learning notes based on programme findings, under the guidance of the Policy Advisor.

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

Consultant’s Workplace and Official Travel

This is an office-based consultancy.

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.

Qualifications or requirements 

Education and Certification:

• Completion of secondary education is required;
• Bachelor’s degree or equivalent in social sciences, humanities or a related field is desirable.

Experience needed

Experience:

• At least 6 years of progressively responsible work experience in monitoring, reporting and/or evaluation;
• Experience of work with UN agencies in East and Southern Africa would be an asset;
• 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.

• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
• Assist in follow-up actions to implement operational activities;
• Provide administrative support to the Policy Advisor WPS in monitoring the implementation of the WPHF project work-plan;
• Collect and compile information/data as required on programme related operations matters by the Policy Advisor WPS and Programme Analyst in support of WPHF project;
• Participate in Operations meetings for effectiveness, efficiency, coherence and impact of UN Women operational activities.
• Provide administrative Support in the planning, tracking and recording of financial resources in accordance with UN Women rules and regulations;
• Prepare budget revisions, create requisitions, register good receipts and assist in the preparation and follow up of cost-recovery bills in the Quantum system;
• Provide administrative support to the contributions management business process by compiling and recording contribution information and ensuring supporting documentation is properly maintained;
• Support and work with WPS team in the creation of projects in Quantum, recording and tracking expenses and budgets in Quantum and Prism, including revising project awards and providing updates in project status in Quantum, in relation to issues such as the determination of unutilized funds; the operational and financial closure of projects etc.;
• Review and monitor program budget expenditures and delivery on a monthly basis, review financial reports and other documents required by the Section to respond to donor queries;
• Provide administrative support in monitoring budget preparation and the continuous monitoring of finances of programmes/projects; including the finalization of FACE forms.
• Provide administrative and procurement support for the organization of conferences, workshops, missions, and trainings under the WPHF/RRW project, including preparation of requisitions, logistics coordination, and vendor follow-up;
• Coordinate travel planning, logistics, and claims processing for women peace advocates, other direct support beneficiaries, and relevant project activities that require travel;
• Support financial management tasks including creating e-requisitions, supporting procurement processes, and maintaining organized financial records in line with UN Women procedures;
• Maintain organized digital filing of correspondence, documents, and project records, ensuring they are up-to-date and properly archived.
• Assist in developing communications and visibility materials including success stories, human-interest stories, social media inputs, and web updates to enhance visibility of WPHF/RRW initiatives;
• Support documentation of lessons learned and best practices;
• Support regional meetings and prepare concise, structured meeting reports to facilitate timely follow-up and decision-making;
• Contribute to drafting knowledge products such as policy briefs and learning notes based on programme findings, under the guidance of the Policy Advisor.

• 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.

• Completion of secondary education is required
• Bachelor’s degree or equivalent in social sciences, humanities or a related field is desirable.