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

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 work in Ukraine focuses on supporting the government and civil society in advancing gender equality and the implementation of the national and international commitments on gender equality and women’s human rights. UN Women Ukraine implements interventions towards the realization of the following strategic goals: elimination of violence against women and girls; implementation of women, peace and security agenda and gender responsive governance. UN Women works closely with the UN Country Team in the integration of women’s rights and gender equality in all spheres of UN work. Since the beginning of the Russian military invasion on 24 February 2022, Ukraine is rapidly emerged as one of the world’s most complex emergencies, with over 3 million refugees already fleeing the country and with a growing humanitarian crisis and needs. Women’s groups and civil society organizations have been quick to react to the immediate priorities of their communities but face many challenges as they attempt to provide support to large numbers of internally displaced people, host communities, and those directly affected by violence and insecurity. Civil society, and particularly women’s organizations in Ukraine, are on the front line to deliver immediate humanitarian assistance to displaced women and girls. Displaced women and girls are facing multiple human rights violations, including sexual and gender-based on violence. Under the direct supervision of the Head of the Dnipro sub-office and the matrix supervision of the Operations Manager in the Ukraine Country office, the Administrative/Finance Assistant is responsible for the execution of a wide range of financial services and administrative processes in the Ukraine Country Office (CO), with a primary focus on the administrative process of the UN Women Dnipro Office’s portfolio of projects, ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, procedures and approved allocations. The Administrative/Finance Assistant promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices and guidelines. The Administrative/Finance Assistant also works in close collaboration with the Operations Teams in The Country Office and the Regional Office for solving complex finance-related issues and information delivery.

Task Description

Within the delegated authority and under the supervision of the Head of the Dnipro sub-office or his/her designated mandated representative(s), the UNV Administrative/Finance Assistant will: 1. Provide general administration and operations support to UN Women Dnipro Office in compliance with UN Women rules, regulations, policies, and strategies: • Provide day-to-day administrative and operational support to the Dnipro sub-office; • Arrange travel and hotel reservations; prepare travel authorizations; and process requests for visas, Daily Subsistence Allowance (DSA), identity cards, and other related documentation; • Support the processing and reconciliation of travel claims and post-mission documentation in coordination with finance and programme staff. • Liaise with programme staff, partners, and service providers on administrative and logistical matters; • Assist in organizing meetings, trainings, workshops, and official events, including logistical arrangements, participant coordination, and preparation of materials; • Provide administrative support for the maintenance of premises and common services, as required; • Support the preparation of correspondence, reports, presentations, and meeting minutes; • In coordination with the Dnipro office driver, provide administrative support for the maintenance of office vehicles, storage facilities, and related logistical arrangements, as required; • Provide support in personnel administration for international and national staff, as appropriate (e.g. renewal of UNLPs and visas; contract extensions; administration of national benefits and allowances; rest and recuperation entitlements; danger pay, etc.); • Monitor and maintain meeting calendars, mission schedules, and leave records; • Maintain filing systems, ensuring the safekeeping of confidential materials, as required. • Enter, track, and update administrative and operational transactions in the Quantum ERP system, ensuring accuracy and compliance with UN Women procedures. • Support office compliance with UNDSS security requirements, including staff lists, warden information, and coordination with security focal points, as required. 2. Coordinate and organize asset management and procurement processes: • Monitor and maintain office stationery supplies, including maintaining stock lists, overseeing distribution, and keeping accurate distribution logs; • Monitor, maintain, and track office security supplies, ensuring adequate stock levels in close coordination with the Security Specialist; • Assist in maintaining office inventory and asset management records in accordance with UN Women policies and procedures; • Provide inputs to the preparation of office procurement plans and monitor their implementation; • Review procurement requests and initiate procurement procedures for office and project equipment, supplies, and services; • Organize and support procurement activities and processes, including the preparation and conduct of Requests for Quotations (RFQs), Invitations to Bid (ITBs), and Requests for Proposals (RFPs); support tender opening and evaluation processes; and assist in creating and maintaining vendor profiles in the Quantum system. 3. Provide general finance support to the Dnipro Team in compliance with UN Women rules, regulations, policies, and strategies: • Assist in processing financial transactions, including payments, reimbursements, and advances, in line with UN Women financial rules and procedures; • Maintain accurate financial records and filing systems (electronic and hard copy) in compliance with UN Women standards; • Support the preparation and updating of administrative, procurement, and financial tracking tools, dashboards, or summaries, as required. • Support vendor management processes, including vendor registration, documentation follow-up, and communication with suppliers; • Assist in bank, cash, and account reconciliations, including petty cash management; • Assist in the preparation of financial documentation for audits, spot checks, and donor reporting; • Perform other finance-related duties, as required.

Competencies and values

▪ Awareness and Sensitivity Regarding Gender Issues ▪ Accountability ▪ Creative Problem Solving ▪ Effective Communication ▪ Inclusive Collaboration ▪ Stakeholder Engagement ▪ Leading by Example

Living conditions and remarks

As it is a national UN Volunteer's assignment, the UN volunteer shall organize his/her accommodation by themselves. Entitlements of National UN Volunteer Specialist >> USD 1690 The contract lasts for the period indicated in the vacancy with the possibility of extensions subject to availability of funding, operational necessity, and satisfactory performance. However, there is no expectation of renewal of the assignment. This is a full-time contract. Allowances: • Volunteer Living Allowance (VLA): A Volunteer Living Allowance (VLA) USD 1690 (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 350 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.