Back Programme Assistant (Thai national only)

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. Placing women’s rights at the centre of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors. 

Safe and Fair: Realizing women migrant workers’ rights and opportunities in the ASEAN region (2018/2022) (“Safe and Fair”), is part of the EU-UN Spotlight Initiative to eliminate violence against women and girls, a global, multi-year initiative between the European Union and United Nations. Safe and Fair is implemented through a partnership between the ILO and UN Women with the overriding objective of ensuring that labour migration is safe and fair for all women in the ASEAN region. The programme aims to address women migrant workers’ vulnerabilities to violence and trafficking, strengthen rights-based and gender-responsive approaches to violence against women and labour migration governance and support access to essential services.

Women are increasingly migrating for work within the ASEAN region, and today close to half of all migrant workers in the region are women. However, women have fewer options than men for regular migration, and are often channeled into lower paid informal sector work with few if any labour protections. Due to gender inequalities and discrimination, women are particularly vulnerable to violence and trafficking, and services for survivors of violence often do not meet their needs.

Safe and Fair will be implemented in the ASEAN region, in countries of origin (Cambodia, Indonesia, Lao PDR, Myanmar, Philippines, Vietnam) and countries of destination (Brunei Darussalam, Malaysia, Singapore and Thailand), working with women migrant workers, ASEAN Member States’ government authorities, ASEAN institutions, and worker, employer, civil society and community-based organizations.

In Thailand, Safe and Fair works in close cooperation with governments and social partners to achieve three inter-linking specific objectives: (1) Women migrant workers are better protected by gender-sensitive labour migration governance frameworks; (2) Women migrant workers are less vulnerable to violence and trafficking and benefit from coordinated responsive quality services; and (3) Data, knowledge and attitudes on the rights and contributions of women migrant workers are improved. The programme strategy mainstreams three cross-cutting topics: women’s voice and agency; rights-based approach; and broad engagement of stakeholders.

The Programme Assistant   works with and provides support to the members of the Programme Team in the development and implementation of the Joint ILO- UN Women Programme Safe and Fair: Realizing women migrant workers’ rights and opportunities in the ASEAN region. The Programme Assistant will provide support and assistance to the team to ensure effective programme implementation in line with UN Women rules and regulations and in coordination with ILO.

Under the guidance and supervision of the Programme Analyst, the Administrative Assistant supports the programme operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Programme Assistant works in close collaboration with the Safe and Fair programme staff and the Operations team to ensure consistent service delivery including UN Women and ILO Country and Regional Offices.

Duties and Responsibilities

1.  Programme Management  Support 

• Provide programme and administrative support to the programme team in the preparation of various programme documents, such as work plans, budgets, reports and proposals on programme implementation arrangements.
• Under the guidance of the supervisor, assemble briefing materials and prepare power-point and other presentations for the programme unit.
• Identify sources, and gather and compile data and information for the preparation of documents, guidelines, and other material as required.
• Assist the programme team in reviewing and preparing documentation on the procurement of goods and services, and support contract tracking. .
• Help the team in providing guidance to the country and project offices on routine implementation of the project, tracking use of financial resources.

2.    Financial Management Support  

• Use Atlas to prepare required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of the project.
• Create requisitions in Atlas for receipt of goods and services, including making budget check for requisitions, POs and vouchers.
• Support the programme team in the financial management of the project.
• Organize, compile and process information from the donor as well as from the programme team, and keep track of the information through databases and e-filing.
• Support the programme team in the tracking of and reporting on mobilized resources.

3.    Administrative Support to the Programme Unit

• Provide administrative support to the programme team in the organization of events, meetings and workshops, etc.
• Make travel arrangements for the programme team and project staff, including preparation of travel requisitions and claims.
• Draft non-substantive correspondence.
• Maintain and organize up-to-date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.
• Create and maintain files of correspondence/documents and electronically received information, and ensure up-to- date filing. Maintain both hardcopies and electronic copies of the office records and reference files on various subjects.
• Prepare presentation material/slides in Power-point for presentations for the meetings/workshops and keep all papers ready for meetings.

4. Supports resource mobilization focusing on achievement of the following results:

• Review of contributions agreement, managing contributions in Atlas.

5.  Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff on programme.
• Contributions to knowledge networks and communities of practice.

Key Performance Indicators

• Timely and accurate administrative and logistical support to events, workshops, and missions;
• Full compliance of administrative activities with UN Women rules, regulations, policies and procedures;
• Timely and accurate tracking of data for RO management and donor purposes;
• Quality maintenance of internal systems and files;
• Quality and timely support to programme team.

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

• Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the programme team, including logistical support.
• Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems.
• Ability to create, edit and present information in clear and presentable formats, using appropriate IT functionality.
• Ability to organize and complete multiple tasks by establishing priorities.
• Ability to handle a large volume of work, also under time constraints.
• Ability to establish, build and sustain effective relationships with clients, demonstrating understanding of client's perspective; anticipates client needs and addresses them promptly.
• Ability to administer and execute financial processes and transactions.
• Ability to manage data, documents, correspondence and reports information and workflow.

Required Skills and Experience

Education:

• Completion of secondary education is required. University degree (or equivalent) in Business or Public Administration or related field is an asset.

Work Experience:

• 5 years of progressively responsible experience with administrative tasks.
• Experience in working in a computer environment using multiple office software packages. Experience in working with ATLAS is an advantage.
• Work experience in administrative support of development programme/project is an advantage.
• Work experience within the UN system is an asset.

Language Requirement:

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

Application:

• All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.