Summary of Key Functions:
-Programme-related support
-Volunteer-related support
-Administrative and logistical support
1. 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.
2. Ensures effective volunteer-related support, focusing on achievement of the following results:
-Maintain volunteer files of all UN 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 UN 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 UN 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 UN volunteers.
- Maintain up to date contact records of all serving UN volunteers, including their recognized dependents.
- Ensure that inventories of personal effects of UN 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 UN volunteers and his/her recognized dependents.
- Facilitate government clearance and entry visas of incoming UN volunteers and their recognized dependents.
- Undertake all the tasks in order to ensure that all UN volunteers arriving for the first time in the country are met and pre-arrival arrangements are made. Ensure timely payment of UN volunteer Settling-in-Grant.
- Provide the necessary support to UN 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 UN volunteers in connection with their in-country duty-related travel.
- Respond to and liaise with all UN volunteers in the country regarding financial and administrative issues.
- Undertake tasks in the overall management of the UN volunteers and recognized dependents in the country.
- Process monthly entitlements of UN volunteers.
- Provide, when required, in consultation with the supervisor, the necessary support to UN volunteers in the case of serious illness, medical evacuation, security evacuations or the death of a UN volunteer.
- Ensure all conditions are met before the payment of final entitlements to UN 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.
3. 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, dispatching 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 NUN volunteers candidates’ data base and recruitment of NUN 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.
Impact of Results
Achievement of key results has an impact on the efficiency and effectiveness of the UNV field unit, and strengthens the capacity of the office to promote the image of UNV/UNDP as an effective contributor to the development of the country.
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