Background
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 engaged 7,545 UNV volunteers in 2009, on a total of 7,716 assignments. With an average age of 37 years and the requisite professional skills and qualifications of some 5 to 10 years relevant experience, UNV volunteers served in 128 countries in 2009 and came themselves from 158. The majority – 79 per cent – come from developing countries themselves. One third of UNV volunteers served in their own countries, with the others carrying out international assignments. The financial equivalent of programme activities exceeds US$219 million annually. In addition, as the focal point in the United Nations for the International Year of the Volunteers (IYV2001), UNV is active in the follow-up to the Year, for which the key objectives are the recognition, facilitation, networking and promotion of volunteerism.
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 Country Office Team (COT) generally consists of a UNV Programme Officer and a UNV Programme and Administrative Assistant. In some case, the COT consists of only a UNV Programme and Administrative Assistant or a UNV Programme and Administrative Associate. The COT is an integral part of the UNV HQ Portfolio Team. The UNV Country Office Team 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 COT, the UNV Programme and Administrative Assistant 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 Assistant is responsible for the administrative requirements related to the UNV inputs/assignments.
Under the general guidance of the respective Portfolio Team at UNV HQ, the UNV Programme and Administrative Assistant 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 Assistant 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.
Duties and Responsibilities
Summary of Key Functions:
Volunteer-related support
Administrative and logistical support
Programme-related support
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.
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 UNV 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.
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:
Provide the required support, where appropriate, to his/her supervisor in managing and monitoring UNV projects under the supervisor’s responsibility.
Maintain required financial information on expenditures to assist his/her supervisor in the preparation of project budgets and subsequent revisions.
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.
Support the supervisor in volunteerism related activities, including International Volunteer Day (IVD) events.
Competencies
Functional Competencies:
Promoting Organizational Learning and Knowledge Sharing
Identifies and communicates opportunities to promote learning and knowledge sharing
Develops awareness of the various internal/external learning and knowledge-sharing resources
Job Knowledge/Technical Expertise
Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Strives to keep job knowledge up-to-date through self-directed study and other means of learning
Demonstrates good knowledge of information technology and applies it in work assignments
Design and Implementation of Management Systems
Uses information/databases/other management systems
Provides inputs to the development of simple system components
Client Orientation
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Responds to client needs promptly
Promoting Accountability and Results-Based Management
Prepares timely inputs to reports
Maintains databases
Core Competencies:
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Self-development, initiative-taking
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Managing conflict
Learning and sharing knowledge and encourage the learning of others
Informed and transparent decision making
Required Skills and Experience
Education: Secondary education.
Certificate in administration, accounting or finance desirable.
Experience: 5 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 in English and national language of the duty station.