Historique

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 UNV 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 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);
• the Evaluation Unit (EU);
• the Corporate Planning and Performance Unit (CPPU);
• the Volunteer Programming and Management Group (VPMG) comprising the Peace Division (PD) and the Development Division (DD), Volunteer Recruitment Resources Section (VRRS), Quality Assurance Unit (QAU), 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), Finance Section (FS), Human Resources Section (HRS), and the Administration Unit (AU). Additionally the Common Services Unit (CSU) provides support to the UN presence in Bonn.

As one of the key pillars, the Peace and Development Portfolio Team is responsible for implementing UNV’s programme strategy including volunteer management at global, regional and local levels. The team is responsible for the following task: performs strategic planning and programming in the portfolio of countries based on the UNV programme strategy; builds and strengthens relationships with main partners within the UN system and with external partners on operational and programmatic matters; ensures effective communications between UNV HQ and the UNV field presence for quality programming and volunteer management; monitors the implementation of programming and volunteer management at the macro level; provides substantive focus area inputs and support to cross-unit and corporate initiatives related to programming and volunteer management activities.

Based in the Country Office of UNDP, the UNV field office generally consists of a UNV Programme Officer and a UNV Programme and Administrative Assistant/Associate. In some cases, the field office consists of only a UNV Programme and Administrative Assistant or a UNV Programme and Administrative Associate. The field office is an integral part of the UNV HQ Portfolio Team. The UNV field office is responsible for the day-to-day management of UNV volunteers, UNV-managed programmes, responding to appropriate local demands and seeking out new opportunities for UNV.

As part of the UNV field office, the UNV Programme and Administrative Associate is assigned to the UNDP Country Office to work with his/her supervisor to provide support to UNV activities in the country. The UNV Programme and Administrative Associate is responsible for the administrative and programming requirements related to the UNV inputs/assignments.

Under the general guidance of the respective Portfolio Team at UNV HQ, the UNV Programme and Administrative Associate works under his/her direct supervisor through whom he/she reports to the UNDP Resident Representative. To function effectively, it is essential for the UNV Programme and Administrative Associate to maintain close working relations with other staff in the UNDP office, in both operations and programme divisions, and be well integrated as a member of the UNDP team.

Devoirs et responsabilités

Summary of Key Functions:

-Programme-related support (Support to formulation of programme strategies and implementation, management of the UNV programme, in creation of strategic partnerships and implementation of the resource mobilization strategy, facilitation of knowledge building and knowledge sharing)
-Volunteer-related support (Guidance and assistance to serving UN Volunteers and partners) 
- Administrative and logistical support (Administrative support to the UNV Field Unit)

1. Ensures effective volunteer-related support, focusing on achievement of the following results:

-Maintain volunteer files of all UNV volunteers assigned to the country, ensuring that all correspondence and periodic reports (online) are properly kept, 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 UNV volunteers and flag to his/her supervisor follow-up actions on assignment extensions, renewals and replacements.
-Maintain up-to-date volunteer leave records and ensure that all UNV volunteers submit their leave requests well in advance to the UNDP office (particular attention is given to final leave entitlements); submit to UNV headquarters copies of the final leave records for all departing UNV volunteers.
-Maintain up to date contact records of all serving UNV volunteers, including their recognized dependants.
-Ensure that inventories of personal effects of UNV volunteers are compiled, updated and sent to UNV headquarters in a timely manner, in accordance with the relevant provisions included in the Field Security Handbook as well as in the UNV Conditions of Service. 
- Liaise with UNV HQ and/or country of recruitment on the logistical and travel arrangements of arriving UNV volunteers and his/her recognized dependents. 
- Facilitate government clearance and entry visas of incoming UNV volunteers and their recognized dependants. 
- Undertake all the tasks in order to ensure that all UNV volunteers arriving for the first time in the country are met and pre-arrival arrangements are made. Ensure timely payment of UNV volunteer Settling-in-Grant.
-Provide the necessary support to UNV volunteers to open bank accounts as well as to complete forms required to obtain residence permits, driving license, etc.
-Prepare, when required, in consultation with the supervisor, travel authorization for UNV volunteers in connection with their in-country duty-related travel. 
- Respond to and liaise with all UNV volunteers in the country regarding financial and administrative issues.
-Meet and provide briefing and orientation to all in-coming UNV volunteers.
-Undertake tasks in the overall management of the UNV volunteers and recognized dependents in the country.
-Process monthly entitlements of UNV volunteers.
-Provide, when required, in consultation with the supervisor, the necessary support to incoming UNV volunteers as well as serving UN Volunteers in the case of serious illness, medical evacuation, security evacuations or the death of a UNV volunteer.
-Ensure all conditions are met before the payment of final entitlements to UNV volunteers at the end of their assignment.
-Provide guidance and advice on conditions of service and administrative processes in co-ordination with the Portfolio Team at UNV HQ. 
- Screen national candidates applying for UNV positions and take the lead in their recruitment.
-Encourage serving volunteers to embrace the ideals of volunteerism and be the best advocates of volunteer action through training and provision of promotional materials;

2. Ensures effective administrative and logistical support, focusing on achievement of the following results:

-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. 
- Perform functions related to carrying out surveys on housing and utilities relevant to UNV and ensure that the results are communicated to UNV headquarters.
-Draft and type correspondence, including memoranda and notes for the file.
-Maintain general office files and keep information and reference material in a manner that allows easy reference and retrieval.
-Perform duties such as photocopying, collection and distribution of incoming mail, despatching outgoing mail, locating files, etc.
-Perform ATLAS HCM roles related to, contract management, payroll validation, earnings and deductions, leave management, terminations, etc.
-Prepare requisitions, purchase orders and vouchers for all UNV payments in ATLAS and take timely corrective actions on incorrect requisition, purchase orders, and vouchers. 
- Provide administrative support in updating and maintaining a NUNV volunteers candidates’ data base and recruitment of NUNV volunteers. 
- Provide administrative support for the recruitment of local UNV candidates who are deployed to other countries. 
- Perform other administrative duties as may be required.

3. Ensures effective programme-related support, focusing on achievement of the following results:

Under the direction of the head of the UNV field office (usually UNV PO): 

- Liaise with agencies to explain, receive and finalise UNV Descriptions of Assignments.
-Follow-up on UNV candidatures submitted for posts by UNV HQ to expedite the decision making process by Government, Agency and project authorities concerned. 
- Give personal support and guidance to the UNV volunteers in the country through the sharing of concerns, expectations, ideas and advice, building up a mutual support network for volunteers in the country.
-Encourage serving volunteers to embrace the ideals of volunteerism and be the best advocates of volunteer action through training and provision of promotional materials. 
- Assist the UNDP office and/or national focal points in identifying and interviewing potential national candidates for international UNV posts; completing interview forms; reviewing candidatures and briefing selected candidates prior to departure, on UNV policies and procedures, conditions of service, etc. 
- Act as focal point for the preparation, co-ordination and dissemination of information materials related to the UNV programme and specific UNV activities. 
- Support the organisation of International Volunteer Day activities and other such collaborative efforts with local and international volunteer Agencies.
-Network with local voluntary organization(s) and build relations.
-Carry out periodic budget revisions and financial requests in line with established procedures.
-Synthesis of lessons learnt and best practices in programmes and projects.?

Impact of results

Achievement of key results has an impact on the efficiency and effectiveness of the UNV field office, and strengthens the capacity of the office to promote the image of UNV/UNDP as an effective contributor to the development of the country.
Impact of Results

Compétences

Corporate Competencies:

-Demonstrates commitment to UNDP’s mission, vision and values 
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning
-Shares knowledge and experience 
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness
-Ability to administer and execute administrative processes and transactions 
- Ability to extract, interpret, analyze data and resolve operational problems 
- Ability to supervise and train support staff
-Ability to perform work of confidential nature and handle a large volume of work 
- Good knowledge of administrative rules and regulations 
- Strong IT skills, knowledge of Atlas
-Ability to provide input to business processes re-engineering, implementation of new system

Leadership and Self-Management
-Focuses on result for the client and responds positively to feedback 
- Consistently approaches work with energy and a positive, constructive attitude
-Remains calm, in control and good humored even under pressure

Qualifications et expériences requises

Please, fill with details and complete data all the required information in the Personal History Form: http://www.pnud.org.br/arquivos/p11.doc  (check bellow how to submitt application)

ATTENTION! Only applications made on UNDP Personal History Form - P11 and submmited on time in the UNDP Jobs System will be examined.

Education: Secondary education.Certification in Administration is an asset. University Degree in Business or Public Administration is desirable, but it is not a requirement.

Experience: At least 6 years of relevant experience in administration and/or programme support services.
Experience using computers and office software packages (ERP/ATLAS HCM and ATLAS Finance, MS Word, Excel, etc.).
Experience in handling of web-based management systems is highly desirable.

Language Requirements: Fluency (proficiency) in Portuguese. Fluency in English would be an advantage.

SUBMISSION OF APPLICATIONS:

Click "Apply Now". After filling the fields and clicking in "Submit Application", you MUST attach in the next page the UNDP Personal History Form - P11. The P11 can be found in: http://www.pnud.org.br/recrutamento/P11_Personal_history_form.doc  

Only applications made on UNDP Personal History Form - P11 and submmited on time will be examined.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

Due to the volume of applications received, receipt of applications cannot be acknowledged individually. Only short-listed applicants will be contacted