Background

In July 2023 UN Women, with the generous support of the Norwegian Ministry of Foreign Affairs launched a project “Good Governance for Gender Equality in Georgia” (GG4GEG) phase II. The impact-level goal of the project is to to ensure that women and girls in all their diversity benefit from gender-responsive governance and fully and equally participate in decision-making and economic life in Georgia. The project ensures that national laws, policies and practices are gender-responsive in line with Georgia’s international and national commitments and that they benefit women and men equally and promote women’s leadership in decision-making in Georgia.

Reporting to the Governance & Participation in Public Life (G&PPL) Programme Analyst, the Project Assistant will support in planning, implementing, and managing UN Women interventions under the GG4GEG II project. She/he will work in close collaboration with the programme and operations team in Georgia responsible parties and partners ensuring successful UN Women project implementation and achievement of planned results.

Duties and Responsibilities

• Assist in the preparation of reports, project documentation and submissions;
• Assist in monitoring of the project activities by reviewing project documentation and a variety of records, progress reports, budgets, and financial expenditures;
• Maintain accurate financial and personnel records of the project as required by UN Women Country Office;
• Document project activities and reports;
• Ensure the maintenance of a filing system, reports or other documentation on the project;
• Assist in coordination of the exchange of information among the project partners / responsible parties;
• Prepare and distribute invitation, agendas, various information, etc.;
• Draft correspondence of a routine nature, responses to inquiries ensuring correctness in terms of format, grammar, and spelling;
• Make arrangements for appointments and meetings, provide administrative support to conferences, workshops, retreats;
• Facilitate travel arrangements: initiate travel authorization for approval, reserve flight schedules, coordinate with the Country Office Operations section for relevant travel advances and claims, seek appropriate visa and security clearances;
• Make arrangements for appointments and meetings, providing administrative support to conferences, workshops, retreats of the project;
• Prepare payment requests, financial reports, budget planning, and financial expenditures as needed;
• Safe keeping and maintenance of the project / UN Women equipment and stocks;
• Support the project in the procurement process including preparation of RFPs, TORs, receipt of RFQs, bids for proposals and participate in the evaluation process;
• Support to the management of physical assets disposal/transfer; follow up on request and maintenance for disposal/transfer action and enter records in the asset control database ensuring inventory records are up to date and accurate;
• Maintain an up-to-date list of inventory of the project and support annual physical verification by checking the accuracy of records and location of property;
• Provide administrative services: set up and maintain project files, collect project related information data, update plans, provide support to the quality review process, and support the organization of the Project Board meetings.
• Create requisitions in ATLAS for the project, register of good receipt in Atlas;
• Make budget checks for requisitions;
• Monitor implementation of outstanding balance of direct cash transfer to partners through ATLAS system;
• Undertake basic financial analysis (i.e. budget variance) to support project information needs;
• Prepare financial reports based on donor and project requirements and provide timely reports from ATLAS (such as PDRs).
• Providing overall management support and management of the project in Atlas, preparation of required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial close of a project.
• Track the financial status of the project at all times and monitor the performance of contractors; prepare budgetary revisions in ATLAS to reflect any adjustments to the initial approved budget and to be finalized for the year(s) affected by the adjustment
• Act as an interpreter/translator on matters relating to WEESC activities from English, Russian and into Georgian language and vice versa when required;
• Assist in preparation of donor reports for the project;
• Assist in Operational Closure of the project;
• Assist with photocopying, scanning, and faxing (both Country Office and project-related activities);
• Maintain general office organization (office supplies, rent, communication and transportation issues, etc.);
• Undertake any other project assistance tasks as assigned;
• Perform other relevant duties as required.

Competencies

• Demonstrates integrity by modeling the UN’s values and ethical standards
• Promotes the vision, mission, and strategic goals of UN Women
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Is familiar with UN system

Technical/Functional:

• Proficiency in IT skills demonstrated
• Proficiency in English and Georgian demonstrated
• Sound knowledge of gender equality and WEE issues
• Proficiency in academic writing and reporting demonstrated
• Knowledge and understanding of UN WOMEN administrative procedures and functions will be an asset
• Familiarity with results-based management and human rights-based programming will be an asset

Behavioral:

• Excellent interpersonal and strong communication skills
• Ability to work in an international and multicultural environment demonstrated
• Strong organizational and time management skills, ability to meet deadlines
• Ability to work as a member of a team
• Ability to approach work with energy, commitment and a positive, constructive attitude
• Resourceful in finding solutions

Required Skills and Experience

• At least bachelor’s degree or equivalent in finance, administration, or in similar disciplines
• At least High School degree with additional five years of relevant experience will be given due consideration in lieu of Bachelor’s Degree

Relevant work experience:

• In case of bachelor’s degree – at least two years of experience in project administrative work, procurement and/or logistics support is required – minimum requirements
• At least five years of relevant professional experience required with high school degree
• Prior experience with development organizations and/or NGOs is a strong asset
• Experience in handling of web-based management systems is an added advantage
• Proficiency in the usage of Excel and good understanding of program budgets;

Languages:

• Fluency in written and spoken Georgian and English

Management arrangements:

The contractor will report to and work under direct supervision of the G&PPL Programme Analyst and UN Women Operations Manager and overall guidance of UN Women Georgia Country Representative.

Application package for the position of Project Assistant for on SB3-MIN level should consist of:

• Duly filled in Personal History Form PHF11 that can be downloaded from https://www.unwomen.org/en/about-us/employment/application-process;
• CV;
• Motivation letter.

How to Submit the Application:

• Download and complete the UN Women Personal History Form (P11) – https://www.unwomen.org/en/about-us/employment/application-process
• Merge your UN Women Personal History Form (P11), CV and Motivation Letter into a single file. The system does not allow for more than one attachment to be uploaded;
• Click on the Job Title (job vacancy announcement);
• Click ‘Apply Now’ button, fill in necessary information on the first page, and then click ‘Submit Application’;
• Upload your application/single file as indicated above with the merged documents (underlined above);
• You will receive an automatic response to your email confirming receipt of your application by the system.

Notes:

• UN Women retains the right to contact references directly. Due to the large numbers of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)