United Nations Volunteers Programme
The United Nations Volunteers (UNV) programme is the UN organization that contributes to peace and development through volunteerism worldwide. Volunteerism is a powerful means of engaging people in tackling development challenges, and it can transform the pace and nature of development. Volunteerism benefits both society at large and the individual volunteer by strengthening trust, solidarity and reciprocity among citizens, and by purposefully creating opportunities for participation. UNV contributes to peace and development by advocating for recognition of volunteers, working with partners to integrate volunteerism into development programming, and mobilizing an increasing number and diversity of volunteers, including experienced UN volunteers, throughout the world. UNV embraces volunteerism as universal and inclusive, and recognizes volunteerism in its diversity as well as the values that sustain it: free will, commitment, engagement and solidarity.
UNV engaged 7,303 UN volunteers in 2011, on a total of 7,708 assignments. With an average age of 38 years and the requisite professional skills and qualifications of some 5 to 10 years relevant experience, UN volunteers served in 132 countries in 2011 and came themselves from 162. The majority – 81 per cent – come from developing countries themselves. One third of UN volunteers served in their own countries, with the others carrying out international assignments. The financial equivalent of programme activities exceeds US$235 million annually.
UNV is headquartered in Bonn, Germany and has approximately 150 staff positions – with the majority in Bonn and some positions with different UN peacekeeping and political missions, and in other Headquarters locations (e.g. New York and Tokyo).
The major organizational groups within UNV are:
- the Office of the Executive Coordinator (OEC) comprising the Evaluation Unit (EU) and the Corporate Planning and Performance Unit (CPPU);
- the Volunteer Programming and Management Group (VPMG) comprising the Peace Division (PD) and the Development Division (DD), the Volunteer Recruitment Resources Section (VRRS), the Quality Assurance Unit (QAU), and the Volunteer Knowledge and Innovation Section (VKIS);
- the Partnerships and Communications Division (PCD) comprising the Partnerships Section (PS) and the Communications Unit (CU);
- the Management Services Division (MSD) comprising the Information and Communication Technology Section (ICTS), the Finance Section (FS), the Human Resources Section (HRS) and the Administration Unit (AU). Additionally the Common Services Unit (CSU) provides support to the UN presence in Bonn.
The Common Services Unit has responsibility for the overall management of the UN Campus buildings and for services that are shared by a number of UN Agencies that are residing at the UN Campus in Bonn. It is administered by UN Volunteers/UN Development Programme. The Unit’s main business objective are the upkeep of business continuity at the Campus facilities and provision of client services in the area of building management, logistics, conferencing, security, shared ICT, administration and finance.
Reporting to the Chief of Management Services Division, who is also the UN Premises Manager, the Chief, CSU plans, coordinates and oversees all activities assigned to the Unit with the overall objective to render the Common Services as effective and efficient as possible.
The Unit Chief liaises with all Chiefs of the Management Services Division at UNV for all matters pertaining to the finance, procurement, human resources and ICT. She/he interacts with Administration Chiefs of other hosted organizations on matters pertaining to the agreed inter-agency activities, the use of assigned office space, as well as infrastructure upgrades that the individual organization requires for their specific business operation.
The Unit Chief supports the setting of policies and methods within UNDP rules and regulations to maximize the Common Services performance, demonstrating capacity for innovation and creativity and providing advice to the Committee for Common Operations Management as and when needed. The Unit Chief acts as focal point for host government entities on matters pertaining to operation and upkeep of the existing premises and development of requirements for future office space and facilities in an expanding UN Campus environment.
Summary of key functions:
- Efficient, effective and sustainable facilities management;
- Efficient and effective management of conference facilities;
- Efficient and effective resources management;
- Efficient and effective common/shared ICT services;
- Support to the Premises Manager;
- Coordination and Management of UN Campus projects.
1. Ensures efficient, effective and sustainable facilities management:
- Liaise with and oversee collaboration with host government officials to ensure proper grounds and buildings upkeep and maintenance performed by them;
- Ensure collaboration between UN security officials and the host-government counterparts concerning the implementation of UN security standards that concern the building and compound as a whole;
- Oversee host government contractors’ activities to ensure proper upkeep and maintenance of UN Campus security systems, such as CCTV, access control, public announcement, intercom, x-Ray scanner and metal detectors;
- Monitor performance and propose innovative solution to enhance collaboration with outside contractors. Regularly report on interactions to Chief MSD;
- Oversee day-to-day engineering support for operation and use of facilities, infrastructure upgrades, and special projects including maintenance of technical documentation;
- Manage allocation of office space to all UN organizations hosted in UNBONN premises in line with pertinent space standards;
- Oversee mail office logistics on behalf of all UNBONN and ensure effective move and storage support;
- Ensure that environmental sustainability applied to all constructional and operational aspects provided as far as technically and economically feasible;
- Liaise with landlord with regard to all operational terms of the UN Campus Premises Agreement between the host government and the UN in Bonn.
2. Ensures the efficient and effective management of dedicated conference facilities and related services:
- Ensure availability of up to date conference technologies at the UN Campus;
- Oversee the maintenance and upkeep of the electronic conference room booking platform made available to client organizations;
- Ensure expert advice to meeting organizers on room setup and technical outfit;
- Ensure that professional support on audiovisuals and interpretation technology is provided during conferences by own staff or external contractors;
- Oversee the provision of IP-based videoconferencing services to client organizations.
3. Ensures efficient and effective personnel and financial resources management:
- Manage the allocation of human resources for the delivery at agreed services levels for the mandated activities;
- Identify opportunities and innovative solutions to streamline procedures and to realize cost savings;
- Manage and monitor unit staff performance;
- Identify training needs and arrange for suitable training opportunities;
- Provide leadership to unit staff while maintaining a collaborative and motivating working environment;
- Maintain collegial partnerships with clients and peers inside and outside the organization;
- Build and maintain professional working relations with external contractors and stakeholders;
- Oversee the planning, expenditures tracking and audit of financial resources, including biennial budgeting exercise, management of cost-recovery system for the services provided to UN Agencies, frequent reporting on budget performance, as well as annual expenditure reporting;
- Manage and guide staff of CSU in controlling the common physical and organizational assets on behalf of UNBONN.
4. Ensures efficient and effective common/shared ICT services for UNBONN:
- Liaise and coordinate with partners in Information and Communication Technology Section (ICTS) of UNV and ICT counterparts in other UNBONN organizations to ensure smooth operation and maintenance of central network segment for shared ICT services UNBONN;
- Administer on behalf of UNBONN all RIPE Internet resource allocations and issue assignments to individual UN entities;
- Take lead in the integration of Unified Communications, Voice over IP, and legacy telephony services of different organizations so as to allow seamless communication between all UN Agencies in Bonn.
5. Ensures efficient and effective services for the overall management of the UN Campus in Bonn:
- Provide substantive input to the premises agreement with the host government negotiations and implement monitor, and control its facilities-related components;
- Coordinate secretarial support to the Committee of Common Operations Management and provide technical input to subordinate Task Forces;
- Conclude and manage contracts related to common activities and monitor and manage the related services;
- Provide secretarial support to the Consultative Forum of the Heads of Agencies for the UN in Germany;
- Prepare draft policy and common services-related proposals and documents;
- Represent UNBONN in inter-agency networks outside UNBONN.
6. Coordination of UN Campus projects:
- Liaise with the relevant counterparts in the host government to ensure that UN needs and requirements are correctly reflected in constructional planning activities of host government entities; verify technical plans and installations together with other experts of the UN;
- Responsible for the overall coordination of UN project activities throughout the project life cycle including the oversight of external project management/support consultants;
- Take lead in the planning and coordination of major UN Campus relocation projects coordinated.
Building Strategic Partnerships
- Effectively networks with partners seizing opportunities to build strategic alliances;
- Sensitizes UN Partners and the German Government of the strategic presence of the UN in Bonn, identifying areas for joint efforts;
- Identifies needs and interventions for capacity building of counterparts, clients and potential partners;
- Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments;
- Takes responsibility for achieving agreed outputs within set deadlines and strives until successful outputs are achieved.
Promoting Organizational Learning and Knowledge Sharing
- Makes the case for innovative ideas documenting successes and building them into the design of new approaches;
- Identifies new approaches and strategies that promote the use of tools and mechanisms;
- Develops and/or participates in the development of tools and mechanisms, including identifying new approaches to promote;
- individual and organizational learning and knowledge sharing using formal and informal methodologies.
Job Knowledge/Technical Expertise
- Understands more advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines;
- Serves as internal consultant in the area of expertise and shares knowledge with staff;
- Continues to seeks new and improved methods and systems for accomplishing the work of the unit;
- Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally;
- Demonstrates comprehensive knowledge of information technology and applies it in work assignments;
- Demonstrates comprehensive understanding and knowledge of the current guidelines and project management tools and utilizes these regularly in work assignments.
Promoting Organizational Change and Development
- Develops communications and programmes to assist the unit in its adaptation to changing environment;
- Provides counseling and coaching to colleagues who are dealing with change;
- Performs appropriate work analysis and assists in redesign to establish clear standards for implementation.
Strategic Alignment of Management Practice (HQ & RSCs)
- Forms partnerships with managers and staff providing advice and solutions that integrate various management areas to enable them to meet their needs;
- Adapts best management practices to the requirements of the organization and/or organizational units to facilitate the achievement of strategic objectives.
Design and Implementation of Management Systems
- Carries out research into existing systems to identify best practice and make recommendations to management on applicability;
- Refine and enhances existing systems by leading and coordinating systems development;
- Makes recommendations regarding design or operation of systems;
- Identifies and recommends remedial measures to address problems in systems design or implementation;
- Conducts system assessment to improve development of systems design and operation.
- Anticipates client needs;
- Works towards creating an enabling environment for a smooth relationship between the clients and service provider;
- Demonstrates understanding of client’s perspective;
- Keeps the client informed of problems or delays in the provision of services;
- Uses discretion and flexibility in interpreting rules in order to meet client needs and achieve organizational goals more effectively;
- Solicits feedback on service provision and quality.
Promoting Accountability and Results-Based Management
- Provides inputs to the development of organizational standards for accountability and results-based management;
- Develops and applies tools and techniques in assessing the application of programme and/or administer the policies and procedures.
- Promoting ethics and integrity, creating organizational precedents;
- Building support and political acumen;
- Building staff competence, creating an environment of creativity and innovation;
- Building and promoting effective teams;
- Creating and promoting enabling environment for open communication;
- Creating an emotionally intelligent organization;
- Leveraging conflict in the interests of UNDP & setting standards;
- Sharing knowledge across the organization and building a culture of knowledge sharing and learning;
- Fair and transparent decision making; calculated risk-taking.