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Programme Assistant

6 months ago

Thailand United Nations Entity for Gender Equality and the Empowerment of Women (HQ) Full time

**Description**:
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.

Through the Regional Office for Asia and the Pacific (ROAP) in Bangkok and a number of country (COs) and multi-country offices (MCOs) as well as programme presences (PPs) across the region, UN Women builds on a long history of support to governments, civil society and other actors to deliver for women and girls. We advocate for and enhance accountability to enhance women’s political participation and prevent and respond effectively to violence against women. Our economic empowerment programmes seek greater economic security and rights particularly for marginalized groups of women. Other programmes in Asia and the Pacific involve partnering with women in their efforts to engage in peace and reconstruction efforts, and push for gender equality (GE) provisions integral to preparing for, mitigating and responding to disasters and emergencies. To bolster gender-responsive budgeting and public planning, we assist efforts to monitor the different impacts of budget and policy choices on women and men and to mainstream gender considerations across sectors.

Reporting to the Head of the External Relations Unit, the Programme Assistant works with and provides support to the External Relations Unit (ERU). ERU is made up of the Partnerships & Resource Mobilization, Advocacy, and Communications teams. The Programme Assistant carries out a variety of general and standardized tasks to help the unit drive forward its ambitious plans to expand resources, partnerships, and visibility in the region. The Programme Assistant provides administrative, logístical, and programme assistance to the unit to enable smooth implementation of the unit’s strategic objectives.

**Responsibilities**:
1. Provide administrative and logístical support to the formulation and management of unit’s initiatives, campaigns and workplan activities to support effective ERU delivery

Provide administrative support in the preparation of the recruitment process for the consultancy position for the team, processing contracts in accordance with HR and Procurement rules and regulations and keep monitoring their contracts closely.
Provide administrative support in the preparation of the unit work plans, budgets, and proposals on unit implementation arrangements, including tracking the delivery of funds;
Provide administrative support to the executing agencies / responsible parties on routine delivery and reporting of unit supported activities and finances;
Provide administrative support for the audit of 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, in collaboration with the ERU.

2. Provide administrative support to the financial management of the External Relations Unit

Create projects in Quantum, prepare budget revisions, revise project awards and status (where applicable); and determine unutilized funds and the operational and financial close of a project;
Provide administrative support in monitoring and preparation of budget and the finances of programmes/projects, and in the preparation of FACE forms;
Prepare non-PO vouchers;
Process payment for consultants, as delegated;
Create requisitions in Quantum for unit projects; register good receipts in Quantum.

3. Provide administrative support to the effective delivery of the unit’s partnerships, advocacy, and communications objectives

Undertake all logístical, administrative and financial arrangements for events and meetings for high-level participants/attendees (i.e. key bilateral or private sector donors, large conferences or roundtables involving senior government officials, business leaders and/or philanthropists) as well as missions;
Make travel arrangements for members of the ERU, including travel requisitions and claims;
Draft minutes in meetings, as delegated;
Organize and coordinate filing of documents;
Maintain key contacts database (media contacts, newsletter lists, etc.) in collaboration with team leads;
4. Provide administrative support to resource mobilization and partnerships

Organize, compile, and process documentation and information from bilateral partners, and ERU as inputs to various databases and documents;
Undertake all administrative duties as required in preparation for meetings/missions with bilateral partners such as the preparation of briefing packages, prepare power point and other presentations, collate materials, and agendas, in collaboration with the ERU.

5. Facilitation of knowledge building and knowledge sharing

Provide administrative suppor