The UNV Field Units (FU) are mainly accountable for the mobilization and placement of UN Volunteers in UN Agencies, Funds, and Programmes focused on peace, development and humanitarian needs. The UNV Field Units represent and position UNV in the respective countries and bring UNV’s services and solutions closer to its partners from governments, UN entities, civil society and private sector.
Under the supervisor of the Programme Analyst, the Programme Associate contributes to the effective outreach leading to increased mobilization and placement of UN Volunteers, and supports advocacy efforts and position of UNV in the country, in line with UNV’s Strategic Framework. The Programme Associate also provides administrative, management and operational assistance in UNV Field Unit, in support of volunteer mobilization and deployment.
Assistance with partnerships and demand generation
- Support the outreach activities with UN entities for demand generation and information on UNV modalities;
- Act upon and follow-up on pipeline UNV assignments with partner agencies, particularly in the timely submission of Descriptions of Assignment, confirmation of funds, clearance of candidates, etc.
- Draft routine correspondence and reports in accordance with standard internal procedures;
- Support the Programme Analyst in collecting data for the routine correspondence and reports;
- Assist in compiling basic documentation and information, such as statistical data on volunteer mobilization, for the field unit as an input for corporate exercises;
- In close coordination with the Communications Associate in the Regional Office, support in the preparation, dissemination and presentation of country-specific promotional information on the mandate and work of UNV with relevant development partners and the media.
Volunteer mobilization and deployment support
- Support the deployment and assignment management of all UN Volunteer modalities;
- Support the recruitment of national UN Volunteers, including updating and maintaining a national UN Volunteers local candidate talent pool in coordination with the Volunteer Services Centre (VSC);
- Maintain files of all UN Volunteers assigned to the country, ensuring that all correspondence and periodic reports are properly kept in the Volunteer Management Application Module (VMAM), and that related matters requiring action are brought to the attention of his/her supervisor;
- Monitor and keep records of the contractual status of all serving UN Volunteers and flag to VSC follow-up actions;
- Ensure that initial contract documents, beneficiary forms and inventories of personal effects of UN Volunteers are up-to-date, and submitted to UNV headquarters, VSC (through VMAM) in a timely manner, in accordance with the relevant provisions included in the UN Security Handbook as well as in the UN Volunteer Conditions of Service;
- Maintain up-to-date volunteer leave records and ensure that all UN Volunteers manage absences as per the UN Volunteer Conditions of Service;
- Maintain up to date contact records of all serving UN Volunteers, including their recognized dependents;
- Assist on the logistical and travel arrangements of arriving UN Volunteers and his/her recognized dependents;
- Liaise with relevant UNDP units to facilitate government clearances, entry visas and resident permits of incoming UN Volunteers and their recognized dependents;
- Provide the necessary support to UN Volunteers upon arrival, to open bank accounts as well as to complete forms required to obtain visas, residence permits, etc.;
- Undertake tasks for the local support of the UN Volunteers and recognized dependents in the country including in the cases of medical evacuation, security evacuations or the death of a UN Volunteer;
- Assist VSC in ensuring that all conditions are met before the payment of final entitlements to UN Volunteers at the end of their assignment.
Administrative and logistical support
- Maintain inventories of all UNV-supplied, non-expendable equipment, and ensure records of all items purchased for UNV-executed projects are submitted to UNV headquarters;
- Maintain general office files and keep information and reference material in a manner that allows easy reference and retrieval;
- Perform other administrative duties as may be required
Core competencies
Innovation
- Ability to make new and useful ideas work
Leadership
- Ability to persuade others to follow
People Management
- Ability to improve performance and satisfaction
Communication
- Ability to listen, adapt, persuade and transform
Delivery
- Ability to get things done while exercising good judgement
Tehncial/functional competencies
Office Administration
- Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs
Operational Efficiency
- Ability to identify and execute opportunities to improve operational efficiency
Quality Assurance
- Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled
Relationship Management
- Ability to engage and foster strategic partnerships with other parties, inter-agency coordination and forge productive working relationships
Project Management
- Ability to plan, organize, motivate, and control resources, procedures and protocols to achieve specific goals
Knowledge Management
- Ability to capture, develop, share and effectively use information and knowledge
Education
- Completed secondary education;
- Certification in administration, accounting or finance is desirable.
Experience
- Minimum 6 years of relevant experience in administration and/or programme support services.
Language requirements
- Fluency in English;
- Proficiency in another official UN language is an asset.
Other
- Experience using computers and office software packages (ERP, MS Word, Excel, PowerPoint, etc.);
- Experience in handling of web-based management systems is highly desirable.
Note:
- Only short-listed applicants will be contacted;
- The successful candidate will hold a UNDP letter of appointment;
- All posts in the GS categories are subject to local recruitment.
Applicant information about UNDP rosters
UNDP/UNV reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP/UNV at the same grade level and with similar job description, experience and educational requirements.
Workforce diversity
UNDP/UNV is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
UNDP/UNV does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Scam warning
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Contract Duration: 1 Year with possibility for extension