Outcome CHN_O_4

Improved management of financial and human resources in pursuit of results

In 2021, UN Women in China office effectively manages its financial and human resources (including staffing safety and security) in pursuit of results. 1) USD3.3 million is programmed in 2021, with $2.2 million is from non core resources. 93% delivery rate is achieved, with 100% budget utilization rate (taking into account encumbrance and advance to partners). The office follows year end closure instructions and timelines on budget monitoring, expense review, encumbrance etc. 2) The office was granted full Delegation of Authority in the last quarter of 2021. The core operation position Finance Associate has been recruited and on board. In line with corporate guidance, the office reclassified the position of Partnership Specialist from Service Contract to Fixed Term position. The office is still lacking of core corporate operations position, Procurement Associate, which will be included in 2022 AWP. The trainings were organized both from RO and from China office to the staff for staff capacity building, including finance, audit, partner training etc. 3) We organized team building activities, including hiking event and monthly birthday party, to build closer connections among staff members. At the end of the year, we held a three-day annual office retreat attended by all the staff members, with the theme of "sustaining the Gains and Take the Office to the Next Level" with focus on team management and team building, leadership development, communication and personal effectiveness. We conducted various interactive activities to help everyone discover their personal strengths, learn how to become a better leader, and to better cooperation each other. 4) The office is fully compliant to all of UN Women corporate security risk management measures and SMT (Security Management Team) recommendations on security management. Head of office, with back up of the OM (Operations Manager) and the security focal point in the office, participates in the SMT meeting and ensure the decision from SMT and UNDSS followed. The office is in the diplomatic compound with security controls provided by the Diplomatic Service Bureau. We invited local UNDSS conducted premises assessment, and the security measures, including facilities and equipment etc. are all compliant. UN China holds LTA (Long Term Agreements) with the security guard company providing security guard function to each agency. UN Women in China shares one guard with UNAIDS as we are in the same floor.

Improved management of financial and human resources in pursuit of results

2022 is the first year of China CO to operate as a full-fledged country office since Delegation of Authority was granted in Oct 2021. The office established internal control measures and standardized operating procedures (SOP) for each business stream, ensured smooth transition and full adherence to UN Women’s standards for business operations. Among the SOPs developed for each business stream, the office also established the first ever China office local project appraisal committee (LPAC) for Pro Docu review and approval and partner agreement selection approval within Delegation of Authority (DoA) threshold. In 2022, UN Women China office maintained effective management on its financial resources and other resources with accountability, efficiency and transparency. The office developed effective monitoring tool to closely monitor financial resources planning, allocation, budgeting, commitment and expenditure. The office effectively implemented total planned budget of $3.5 million for the year of 2022 from regular resources and other resources, with total delivery rate at 91% and budget utilization rate at 100%. The office exercised rigid and standardized review and verification for all financial transactions to ensure fully abide by corporate financial rules and regulations. Moreover, the office strictly followed the requirements on monthly checklist to verify the indicators for all categories on financial management and project management are achieved. With quality assurance in place, the office has achieved targets for key performance indicators in 2022. Besides, the office has one Responsible Partner (RP) was included in UN Women's partner audit plan. The final audit opinion is unqualified opinion without any findings. Moreover, the office doesn’t have outstanding internal audit recommendations. To further strengthen cash transfer management to the RPs to ensure the entrusted fund from UN Women China office is properly utilized, the office organized two tailored clinical training to the existing two RPs in Aug on Fund Authorization and Certification of Expenditure (FACE) submission and UN Women's requirements on mandatory documentation review. The training built mutual understanding between the RPs and UN Women, and strengthened capacity of the RPs in FACE preparation and supporting documentation submission, and therefore increased efficiency and effectiveness of cash management to the RPs. The office ensured services and supplies available for smooth operations. Besides, the office implemented accessibility improvement plan based on accessibility assessment report which was led by UN Disability Theme Group (UNDTG), and UN Women China office was selected as best practice and shared experiences in UN Operations Management Team (UNOMT). China office has set up a solid business continuity plan (BCP) and contingency plan for remote working set-up when required, and exercises maximum flexibility for all staff to be accountable to their work whilst managing personal lives in the current challenging environment. In line with the duty of care, the office has invested in team building activities, daily stretch for all staff as part of promoting exercise/wellbeing and encouraging all staff to participate in the regional office led mental health wellbeing programmes. The office has 100% compliance rate in Business Continuity and Crisis Management (BCCMA). We are also fully compliant with the requirements under Security Risk Management (SRM) China. The office has warden system and emergency telephone tree in place and regularly updated. Moreover, to improve the staff skill in emergency situation, the office organized First Aid Training in Aug 2022. With UN Women China office transited from project office to a full-fledged country office, the office reclassified one core position contractual modality and upgraded one core position in line with the organization’s corporate staffing structure and ensured the office has adequate core staff to perform the critical functions. In 2022 the office timely recruited three new service contract staff members, fifteen consultants, four new UNVs, four interns and processed contract amendments for existing contract holders to ensure full human resource capacity in place to deliver UN Women mandates. The average time in recruiting different categories of contract types have been greatly shortened, i.e. FTA 3.2 months, SC 1.7 months, UNV and Interns 1.5 months. The office established Staff Learning and Team Building Committee to maintain an inclusive, empowering and engaging working environment, which consists of a variety of team members incl. operations staff, HR, young consultant and intern, and project managers etc. The committee conducted needs assessment survey in the beginning of the year to promote participatory decision-making process and to better understand staff learning needs. Based on the survey results and in line with the planned activities in 2022 work plan, the office organized a broad range of team building activities and training sessions, which further enhanced solidarity and inspired a sense of joyfulness in working together and strengthened staff capacity in increasing efficiency and effectiveness. Besides, experiences shared in brown bag sessions also strengthened bonds among teams and the three informal meetings planned in a year between supervisors and team members further built trust among the teams to better support each other to achieve results.

Nurturing an empowered workforce and advancing an inclusive UN-Women culture: With its unique and inclusive culture, UN- Women is an employer of choice with a diverse and highly performing cadre of personnel that embodies UN values.

In 2023, UN Women in China further advanced the inclusive culture to empower workforce with a focus on strengthened accountability, capacity building and staff wellbeing. To further strengthen the learning and development to nurture an empowered workforce, the office organized eight brownbag sessions covering the topics on research report, CEDAW and gender mainstreaming, mental health, UNW-UNDP Twin Indices, and business writing skills etc. Five colleagues participated in Quantum ToT training organized by the regional office; and thirteen colleagues participated in dedicated thematic workshops and trainings. A Regional HR Business Partner was invited to China for a three days’ dedicated training on important HR issues. We also made efforts on disability inclusion to promote the value of LNOB principle and organized an interactive learning session on disability inclusion. Our International Programme Management Consultant has been working closely with teams on donor reporting, M&E framework development, work planning and reporting to help build individual staff capacity in these areas. The office ensured timely recruitment and filled vacant positions in line with policies and procedures, including seven Service Contract, one Fixed Term, fourteen consultants (incl. new contract and amendment), four interns, and three UNVs. We developed induction package and standardized induction programme to each new staff and ensured smooth onboarding. Mandatory training was completed with 100%. Performance management, contract management (separation and extension) were timely processed. To resolve the high turnover rate due to the multiple programmes closure in 2023, we adopted extended mission to have the technical support from other Country office, and support staff to share the operations tasks. In line with duty of care, the office exercised maximum flexibility for all staff to be accountable whilst managing personal lives during COVID infection peak wave period in the beginning of the year. When the situation became better, we adjusted and standardized the mechanism of flexible working arrangement to promote work and life balance. The office continued the practice of daily stretch time and the annual office retreat to maintain an engaging working culture. In 2023, the important meeting between UN Women and the Ministry of Foreign Affairs on the Junior Programme Officer (JPO) programme was held for the first time, solidifying astrategic partnership with Chinese government. The office joined the 4 th UN Job Fair held in Shanghai University of Finance and Economics and Xi’an Jiaotong University to introduce UN Women and engage with young Chinese talents, further collaborate with China Scholarship Council on internship/fellowship. UN Women China office continued to collaborate with four MoU Universities to support internship programme and empower young people and promote GEWE.

Nurturing an empowered workforce and advancing an inclusive UN-Women culture: With its unique and inclusive culture, UN- Women is an employer of choice with a diverse and highly performing cadre of personnel that embodies UN values.

In 2024, UN Women in China further advanced the inclusive culture and nurturing an empowered workforce, with a focus on strengthened accountability and capacity building, nurturing an empowered workforce, creating a safe space for leadership, voice, and agency, and supporting duty of care and staff well-being for a better work-life balance. The office organized seven brownbag sessions covering topics such as gender financing, monitoring and evaluation, transforming care, and detailed assignment experience sharing. Eleven individual staff members benefited from dedicated training workshops on project / programme management, stakeholder management, RBM tools and systems, care training, and CIPS training to further enhance their capacities in leading and managing daily work. With support from HQ and the regional office, we also organized dedicated training on Gender Financing, communication principles, Fraud Risk Management, and cost recovery policy, which strengthened the team's capacity. In March 2024, the office organized an annual retreat to enhance communication, professionalism, and accountability for a more effective team. In April 2024, the Country Representative facilitated a dedicated leadership dialogue on the important topic of 'Personal Use of Social Media,' ensuring that our online communications, even in a personal capacity, remain consistent with our message and uphold the independence, impartiality, and integrity required of us as UN Women personnel. In 2024, the office ensured timely recruitment and filled vacant positions in line with relevant policies and procedures. This included hiring three Service Contracts, thirteen consultants (including new contracts and amendments), five interns (three national, two international), and two office-based UNVs and fourteen online UNVs. We also further improved the induction package and standardized induction process, ensuring a smooth onboarding for the new personnel.