Project Assistant (Increasing Political Participation of Women in Samoa / IPPWS) (Post open only to Samoa Nationals), Apia, Samoa

• Organization: UN Women - United Nations Entity for Gender Equality and the Empowerment of Women
• Organization: UNDP - United Nations Development Programme
• Country: Samoa
• City: Apia, Samoa
• Office: UNDP Samoa

Closing date: Monday, 18 May 2015

PROJECT ASSISTANT (INCREASING POLITICAL PARTICIPATION OF WOMEN IN SAMOA / IPPWS) - (POST OPEN ONLY TO SAMOA NATIONALS)
Advertised on behalf of : UN WOMEN
Location : Apia, SAMOA
Application Deadline : 01-Jun-15

Type of Contract : Service Contract
Post Level : SB-3
Languages Required : English
Starting Date : (date when the selected candidate is expected to start)
22-Jun-2015
Duration of Initial Contract : One (1) year
Background
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations (UN), 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.
United Nations Entity for Gender Equality & Empowerment of Women (UN Women) works across the UN system, with national governments and NGOs to support and achieve gender equality, bring women's voices into the development process and increase the accountability of governments to gender concerns. The Fiji Multi-Country Office is in charge of 14 Pacific countries, with a certain number of country presences, including the Samoa country presence office led by the Country Projects Coordinator.
The Increasing Political Participation of Women in Samoa project comes directly under the UN Joint Gender Programming Framework, henceforth referred as the Framework, in Samoa 2015-2018, which responds to the Community Development Sector Programme the Gender Program for Samoa and the National Policy for Women. This section outlines the key issues that impact on the political participation of women in Samoa and is an expansion of the Situation Analysis included in the draft Framework, which draws heavily on existing analysis and reporting by the Government of Samoa, national stakeholders and development partners.
Under the guidance and direct supervision of the Country Programme Coordinator, the Increasing Political Participation of Women in Samoa Project Assistant ensures effective and efficient functioning of the country presence, full integrity in all aspects of assignment, maintenance of protocol procedures, management of information flow, follow-up on deadlines and commitments made, and reporting to the Fiji Multi-Country Office.
The IPPWS Project Assistant works in close collaboration with UN Women and UNDP staff including project/programme staff in-country and those visiting from the UN Women and UNDP Pacific Centre Office, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, and agendas.
The Project Assistant works with and provides support to the members of the Project Team in the development and implementation of the project consistent with UN Women rules and regulations. S/he contributes to research, financial management, and project implementation including providing necessary operational, administrative and programmatic support.
Duties and Responsibilities
Summary of Key Functions

• Support to formulation of project strategies;
• Support to management of the Project;
• Administrative and Financial Management Support to the Project;
• Facilitation of Knowledge Building and Knowledge Sharing.

Support to formulation of project strategies focusing on achievement of the following results

• Collect and present background information for the preparation of effective application of Results Based Management tools;
• Provide project and administrative support in the preparation of project work plans, budgets, and proposals on project implementation arrangements;
• Assemble briefing materials and prepare power-point and other presentations for the project unit;
• Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.

Provides effective support to management of the Project focusing on the achievement of the following results
Support the Country Programme Coordinator in the implementation of the control mechanisms for development projects through monitoring of budget preparation and modifications;

• Create projects in Atlas, prepare required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project;
• Support the Project in the financial management of the project;
• Provide guidance to the executing agencies on routine implementation of projects, tracking use of financial resources;
• Provide necessary information for the audit of the project and support implementation of audit recommendations;
• Organize, compile and process information from donors, the Fiji Multi Country- Office, and project team, as inputs to various databases and documents;
• Support the Project team in the tracking and reporting on mobilized resources.

Provides administrative and financial management support to the Project focusing on achievement of the following results

• Create requisitions in Atlas for development projects;
• Receipt of goods in Atlas;
• Make budget check for requisitions, POs and vouchers;
• Prepare cost sharing, and trust fund agreements, follow up on contributions for the project;
• Assist in the preparation of cost-recovery bills and liaise with the Finance Unit at the Fiji MCO as required;
• Arranging appointments, correspondence, filing, overseeing management of office supplies and stationeries, making travel arrangements, arranging visas, work permits and provide support to conferences/meetings, etc.;
• Maintain an accurate and organized system on procurement, inventories, contracts, etc;
• Draft minutes, invitation letters, and prepare all necessary documents and copies for meetings;
• Assist in the preparation of required documents as assigned by the Supervisor.

Ensures facilitation of knowledge building and knowledge sharing in the Project focusing on achievement of the following results

• Support synthesis of lessons learnt and best practices related to project management;
• Support synthesis of lessons learned and best practices in project finance;
• Sound contributions to knowledge networks and communities of practice;
• Support organization of training for the office staff and partners on progject and operations related issues.

Impact of Results

The key results have an impact on the efficiency of the Project and success in implementation of project strategies. Accurate analysis, data entry and presentation of information ensure proper project implementation.
Competencies
Functional Competencies
Advocacy/Advancing A Policy-Oriented Agenda
Support the preparation of information for advocacy

• Identifies relevant information for advocacy for a variety of audiences

Results-Based Programme Development and Management
Contributing to results through provision of information

• Provides information and documentation on specific stages of projects/programme implementation;
• Provides background information to identify opportunities for project development and helps drafting proposals.

Building Strategic Partnerships
Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives;
• Maintains databases of donor information;
• Tracks and reports on mobilized resources.

Innovation and Marketing New Approaches
Implementing processes and uses products

• Documents and tracks innovative strategies/best practices/new approaches;
• Responds positively to new approaches.

Resource Mobilization (Field Duty Stations)
Providing information for resource mobilization strategies

• Maintains information/databases on potential and actual donors;
• Maintains database of project files;
• Provides data and information needed for preparation of project documents.

Promoting Organizational Learning and Knowledge Sharing
Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise
Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
• Demonstrates good knowledge of information technology and applies it in work assignments;
• Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments.

Global Leadership and Advocacy for UN Women's Goals
Research and analysis

• Identifies relevant information for advocacy for UNDP's goals for a variety of audiences.

Client Orientation
Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Responds to client needs promptly.

Core Competencies

• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision making.

Required Skills and Experience
Education

• Secondary Education, preferably with specialized certification in Accounting and Finance;
• University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.

Work Experience

• 6 years of progressively responsible administrative or programme/project working experience is required at the national or international level;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements

• Fluency in English is required;
• Working knowledge of another UN official language is an asset.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.