Under the overall guidance of the Country Director, the general guidance of Programme Specialist, Women and Peace and direct supervision of Programme Officer Women and Peace, the Programme Assistant Women and Peace provides programme support services ensuring high quality, accuracy and consistency of work.
The Programme Assistant works in close collaboration with the operations, programme and project staff in the CO and UN WOMEN HQ as required to exchange information and support programme delivery.
Summary of Key Functions:
q Support to formulation of programme strategies and implementation of the Country Programme Action Plan
q Support to management of the CO programme
q Administrative support to the Programme Unit
q Facilitation of knowledge building and knowledge sharing
1. Supports formulation of programme strategies and implementation of the Country Programme Action Plan focusing on achievement of the following results:
§ Presentation of background information for formulation of country programme, draft project documents, work plans, budgets, proposals on implementation arrangements.
§ Support in management of programme activities related to Women and Peace
2. Provides effective support to management of the CO programme focusing on the achievement of the following results:
§ Provide Assistance and support to programme staff like Women and Peace, humanitarian, DRM, Gender and Child cell in development and implementation of UNWOMEN Programme on Women protection, prevention and participation.
§ Liaise on behalf of supervisor with external contacts with other units; UN Agencies in Islamabad and others, arrange appointments and schedule meetings for the UNWOMEN Programme team with Government Officials, NGOs, Local Institutions.
§ Ensure regular communication with co-sponsor Heads and Focal Points. Undertake follow-up action as directed.
§ Arrange meetings and follow up with draft minutes and their circulation
§ Update the programme work plan
§ Support arrangements at federal and provincial level re consultations and gender advisors
§ Maintain confidential, policy, program and general management files. Responsible for the office filing and retrieval system and the coordination of the reminder system with other staff
§ Provide help in researching material for programme staff.
§ Provide any other support to the Senior Programme Coordinator and Programme Officer in UNWOMEN’s work around program implementation.
3. Provides Administrative support to the Programme Unit
§ Maintain and update database of contact details of all partners - Govt, INGOs, NGOs, Parliament/Caucus and donors
§ Collect and prepare material for Proposal Review Committee meetings; make ToRs and complete LAMRCs as and when asked by supervisor
4. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
§ Participation in the trainings for the operations/ programme staff on programme.
§ Contributions to knowledge networks and communities of practice.
§ Planning of events (conferences, meetings, group discussions/consultations)
§ International missions, dinners, events, meetings etc
§ Coordination with implementation partners, different stake holders, government partners and consultants
- Meeting minutes/Event Reports
- Coordinating and managing arrangements for events
- Routine correspondence with WDDs ministries and Partners
- Consolidation of Programme Work plan
- Schedule of office in absence of other programme assistant
- File maintenance of important letters, faxes and MoUs of programme
- Contribute in the development of concept notes
Impact of Results
Accurate data entry and financial information have an impact on the quality and implementation of the UNWOMEN programme. A client-oriented and efficient approach impact on the image of UNWOMEN in the country.
Competencies and Critical Success Factors
q Demonstrates commitment to UNWOMEN’s mission, vision and values.
q Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Knowledge Management and Learning
q Shares knowledge and experience
q Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
q Ability to perform a variety of standard tasks related to Results Management, including screening and collecting of programme/ projects documentation, projects data entering, preparation of revisions, filing, provision of information
q Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems
q Good knowledge of Results Management Guide and Toolkit
Leadership and Self-Management
q Focuses on result for the client and responds positively to feedback
q Consistently approaches work with energy and a positive, constructive attitude
q Remains calm, in control and good humored even under pressure