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.
UN Women South Africa Multi-Country Office (SAMCO) is based in Pretoria, South Africa and covers 5 countries (Botswana, Eswatini, Lesotho Namibia and South Africa). SAMCO works with the government, Civil Society Organizations (CSOs) and the Private Sector to contribute to gender equality through the formulation and implementation of norms, laws, policies, programmes, and services that ensure the human rights of women and girls and increase economic participation. SAMCO’s programmes include increasing women’s political participation and leadership, securing women’s economic rights, strengthening women's involvement in peacebuilding, ending violence against women, and making government budgets and policies gender responsive.
Reporting to the Deputy Representative South Africa Country Office, the Programme Consultant will support with effective programme delivery by providing necessary administrative and operational support at the South Africa Multi Country Office for effective programmes delivery in line with UN Women rules and regulations. The Programme Consultant will work in close collaboration with the programmes and operations team at the South Africa Multi-Country Office and where required, UN Women East and Southern Africa Country Offices for successful UN Women programme implementation under the portfolio.
Objective of the assignment:
This consultancy work is expected to strengthen the effective delivery of UN Women South Africa Multi-Country Office’s programme portfolio.

Duties and Responsibilities

Provide executive support to the Deputy Representative (Programme)

• Manage the UN Women Deputy Representative’s calendar, and schedule of appointments and meetings;
• Arrange travel and hotel accommodations and other logistics for the Deputy Representative.
• Maintain roster of the Office’s key contacts; update electronic mailing lists;
• Answer and screen calls for the Deputy Representative with tact and discretion;
• Manage administrative files on the Deputy Representative mission travel and mission reports;
• Research files, collect information and organize materials to meet the Deputy Representative’s requests.

Provide administrative support to the Deputy Representative (Programme):

• Undertake the logistical, administrative and financial arrangements, to organize meetings, events, and workshops;
• Organize and attend meetings and events, prepare minutes and summaries;
• Prepare and assemble briefing materials and Power Point presentations for the Deputy Representative for meetings, missions and other key events;
• Organize and monitor the office filing system;
• Follow up with the Deputy Representative on deadlines and commitments.

Provide support to Programme Implementation, monitoring, and reporting:

• Provide administrative support in planning, organization, and implementation of a diverse range of activities such as regional events, workshops, missions, planning meetings, webinars, discussions with partners, and other stakeholders, drafting minutes including internal and external correspondence.
• Support the South Africa Multi Country Office in ensuring UN Women policies and procedures are adhered to for efficient programme/project implementation and tracking of progress.
• Provide support in preparation for and review of all reporting requirements, including workplan quarterly reporting on programme implementation.

Provide programme Operational Support:

• Provide logistical, administrative, and financial arrangements for organization for meetings, workshops, events, and missions including travel arrangements for the strategic support unit.
• Provide administrative support for procurement; provide process guidance and support with preparation of documents.
• Create requisitions in Quantum, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project.
• In collaboration with the Finance Unit and the UN Women East and Southern Africa Regional Office (ESARO), track programme/project implementation and identify programmatic bottlenecks.
• Support Finance Unit in follow-up actions of ESARO with respect to aging advances, unapplied funds, and donor tranche receipts as part of Project Monitoring.
• In collaboration with Operations Unit, support roll-out and application of corporate systems such as Partner Grants & Agreements Management System (PGAMS) and the Donor Agreement Management Systems (DAMS).

Deliverables:

• Providing timely and accurate administrative support.
• Timely management of procurement and finance process for effective programme delivery.
• Efficient management and maintenance of agreements, letters, memos etc.
• Timely organization of events, webinars, workshops, and missions/travel.
• Quality communications, and reports.
• Logistical and technical support provided to planned regional consultative meetings and webinars.
• Any other tasks as assigned.

Competencies

Required Skills and Experience