Project Assistant (Finance)

Job Title: Project Assistant (Finance)

Organization: United Nations Volunteers (UNV)

Host entity: UN Women Ukraine

Assignment country: Ukraine

Expected start date: 28/08/2023

Sustainable Development Goal: 5. Gender equality

Volunteer category: National UN Volunteer Specialist

Type: Onsite

Duration: 8 months (with possibility of extension)

Number of assignments: 1

Duty stations: Kyiv

Details

Mission and objectives

UN Women supports UN Member States as they set global standards for achieving gender equality, and works with governments and civil society to design laws, policies, programmes and services needed to ensure that the standards are effectively implemented and truly benefit women and girls worldwide.

Context

As part of the UN system in Ukraine, UN Women supports national partners to implement their commitments to Women, Peace and Security Agenda (WPS), since 2015. UN Women has been providing technical assistance to develop, implement and monitor the first and the second National Action Plans for the implementation of UN SCR 1325 as well as other relevant international and national commitments related to the advancement of gender equality and women’s empowerment (GEWE) in Ukraine. In doing so, UN Women has partnered with and provided demand driven technical assistance to the key governmental institutions of the National Machinery for the Advancement at national, regional and local levels, and women’s CSOs and grassroots women, especially those affected by conflict and marginalized. In 2020 the world commemorated the twentieth anniversary of the adoption of the landmark UNSCR 1325 on WPS, and Ukraine has adopted the second NAP 1325 covering the period 2021-2025. In April 2020, Ukraine also joined the UN Group of Friends of Women, Peace, and Security. The renewed country commitments to the advancement of gender equality and implementation of WPS agenda create a momentum to effectively address areas of WPS agenda, which require special attention. These, according to the UN Secretary General’s Report to the UN Security Council (2020) globally include: a) radical shift in women’s meaningful participation in decision-making and in all states of peace processes, b) unconditional defense of women’s rights as part of WPS agenda, c) greater investment in social infrastructure for human security d) increase investments in women’s organizations, and e) improve gender data for WPS. Under the overall guidance and supervision of the Project Manager and in close collaboration with the Project Specialist, Project Assistant contributes to the effective management of UN Women WPS portfolio. The Project Assistant supports the implementation of WPS portfolio by performing a variety of standard financial and administrative processes ensuring high quality and accuracy of work. S/he promotes a client friendly, timely, quality and results-oriented approach. The Project Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.

Task description

Support financial and budgetary tasks of the WPS portfolio: • Provision of inputs to the preparation and implementation of administrative team results-oriented work plans. • Providing inputs for preparation of budget and provision of information for audit. • Support liquidation of partners financial reporting and timely transfers of advances to the Implementing / Responsible Parties of the WPS portfolio. • Manage timely payments for the vendors. Support implementation of operational strategies by: • Full compliance of administrative activities with UN Women rules, regulations, policies and strategies. • Provision of inputs to the WPS portfolio’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). Support implementation of HR Services by: • Facilitation of HR services including personnel matters, attendance records, contracts extension/termination, vacancy announcement, compilations of matrixes, organizing interview panels etc. with full compliance with HR rules, regulations, policies and strategies. • Maintenance of staffing lists and reports as required. Ensure effective provision of administrative and logistical support by: • Ensuring that travel arrangements and authorizations, passport and visa requests and extensions, flight bookings and related documentation to travel of WPS team are properly and timely processed. • Providing administrative and logistical support to preparation of conferences and workshops. • Participation in maintenance of WPS portfolio related data base and files; maintaining accurate electronic and paper filing, information and records systems ensuring safekeeping of confidential materials. • Support Buyer in preparation of Purchase Orders (PO) by submitting full set of necessary supporting documents. Support to office maintenance and assets management by: • Maintenance of records on assets management and preparation of required reports. • Provision of support to maintenance of common premises and services, including related documentation. • Acting as custodian for management of office stationery supplies including maintenance of stock list of stationery. Support to knowledge building and knowledge sharing by: • Provision of necessary administrative support for effective knowledge management and sharing within the WPS team. • Conduction of trainings for the projects staff on administration where needed. • Providing of sound contribution to knowledge networks and communities of practice.

Eligibility criteria

Age

27 - 80

Nationality

Candidate must be a national or legal resident of the country of assignment.

Requirements

Required experience

3 years of experience in administration and/or programme support service, in finance, procurement, HR, logistics or other related fields. •Experience in the usage of computers and office software packages (MS Word, Excel, etc). •Experience in handlinп web-based management systems (Enterprise Resource Planning systems) would be an advantage. •Experience of working in international organizations/projects will be considered as an advantage. •Basic analytical skills. •Results-Based Approach. •Strong communication skills. •Quality Assurance. •Self-Management and emotional intelligence. •Strong interpersonal skills and ability to work effectively with minimum supervision. •Strong organizational and time management skills. •Familiarity with UN/UNDP procedures and experience with Quantum would be an asset. •Ability to identify system errors and propose solutions.

Area(s) of expertise

Administration, Economics and finance, Human resources

Driving license

-

Languages

Ukrainian, Level: Fluent, Required English, Level: Fluent, Required

Required education level

Bachelor degree or equivalent in Commerce, Business Administration, Accounting or any other related field would be desirable.

Competencies and values

Core Values • Respect for Diversity; • Integrity; • Professionalism. Core Competencies • Awareness and Sensitivity Regarding Human Rights based Approach and Gender Issues; • Accountability; • Creative Problem Solving; • Effective Communication; • Inclusive Collaboration; • Stakeholder Engagement; • Leading by Example.

Other information

Living conditions and remarks

As it is a national UN Volunteer's assignment, the volunteer shall organize his/her accommodation by themselves. Taking into account the current circumstances in the country, telecommuting arrangements can be applied by the Host Entity. This is a full-time contract. Entitlements of National UN Volunteer Specialist (Kyiv Duty Station) This is a full-time assignment. The contract lasts for the period indicated in the vacancy with possibility of extensions subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment. Allowances: • Volunteer Living Allowance (VLA): A Volunteer Living Allowance (VLA) 1534 USD (equivalent in UAH) is provided monthly to cover housing, utilities and normal cost of living expenses. This includes Well-Being Differentials for the period while the ICSC applies hardship classification to duty stations in Ukraine as “E”. • USD 400 entry lump sum, one-time payment. Medical and life insurance: • Medical insurance: The UN Volunteer and eligible PFU dependents will receive UNV provided medical insurance coverage. Coverage for UN Volunteers begins from the Commencement of Service and normally ceases one month after the last day of the UN Volunteer Contract date. • Life Insurance: UN Volunteers are covered by life insurance for the duration of the UN Volunteer assignment. If a UN Volunteer dies during the UN Volunteer assignment, the eligible designated beneficiaries will be entitled to receive a life insurance lump sum. Leave entitlements: • Annual leave:  UN Volunteers accrue an entitlement to 2.5 days of Annual Leave per completed month of the UN Volunteer assignment. Unused accrued Annual Leave up to a maximum of 30 days is carried over in case of a contract extension within the same UN Volunteer assignment. Unused accrued Annual Leave may not be carried over in case of reassignment or a new assignment. • Learning leave: Subject to supervisor approval and exigencies of service, UN Volunteers may request up to ten working days of Learning Leave per consecutive 12 months of the UN Volunteer assignment, starting with the Commencement of Service date, provided the Learning Leave is used within the contract period • Certified Sick Leave: UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. This amount is reset every 12-month cycle. • Uncertified Sick Leave: UN Volunteers receive seven days of uncertified sick leave working days in a calendar year. This amount will be reset at the established interval period. Full entitlements at the duty station: https://app.unv.org/calculator The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos

Inclusivity statement

United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements

Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy

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