Background

Organizational Context

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 management of the UNV Portfolio Specialist, Regional Office for West and Central Africa (ROWCA), the UNV Programme Assistant supports ROWCA for Volunteer mobilization and management in Senegal and the Gambia. She/he is responsible for supporting volunteer recruitment and management, leading to mobilization and placement of UN Volunteers, administrative/operational support to volunteers in line with UNV’s Strategic Framework.  The UNV Programme Assistant supports maintenance relationships with main partners, and effectively coordinates with UNDP country offices and HQ organizational units, on volunteer mobilization and management and provision of support for corporate initiatives.

To function effectively, it is essential for the UNV Programme Assistant to maintain close working relations with other staff in the UNDP office, in both operations and programme divisions.

Duties and Responsibilities

Functions / Key Results Expected

Summary of Key Functions:

  • Volunteer programme-related support
  • Volunteer-related support
  • Administrative and logistical support

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

  • Act upon and follow-up on pipeline of UN Volunteer assignments with partner agencies, particularly in the timely submission of Descriptions of Assignment, confirmation of funds, clearance of candidates, etc.
  • Liaise with agencies to explain, receive and finalize UNV Descriptions of Assignments.
  • Follow-up on UN Volunteer candidatures submitted for posts by UNV HQ to expedite the decision-making process by agencies and project authorities concerned.
  • Support the supervisor in volunteer programme related activities, including International Volunteer Day (IVD) events.

Ensures effective volunteer recruitment and management support, focusing on achievement of the following results:

  • Maintain volunteer files of all UN Volunteers assigned to Senegal and Gambia, 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.
  • Use UNV online management tools to facilitate Volunteer Mobilization and Management. 
  • 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.
  • Ensure that initial contract documents, hiring in ATLAS, CIGNA cards, beneficiary forms and inventories of personal effects of UN Volunteers are up-to-date, updated and sent to UNV headquarters 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.
  • 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.
  • 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.
  • Ensure all conditions are met before the payment of final entitlements to UN Volunteers at the end of their assignment.
  • Facilitate the recruitment process (both local and international) by creating and managing DOAs in VMAM assisting host agency in DOA drafting, shortlisting and interview
  • In close coordination with UNDP country office and HQ, ensure that all payment related to volunteers’ assignment are made in timely manner (enter the payroll monthly in ATLAS including VLA, DSA, Medical fees, Training reimbursement, reimbursement of security fees, RSA etc.) 
  • Ensure coordination among Volunteers, host agencies and HQ concerning arrival and departure
  • Ensure Volunteers’ administrative briefing upon arrival

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.
  • Maintain general office files and keep information and reference material in a manner that allows easy reference and retrieval.
  • Perform relevant ATLAS HCM roles related for contract management, payroll validation, earnings and deductions, leave management, separations, etc.
  • Provide support in updating and maintaining a national UN Volunteers local candidates talent pools and recruitment of volunteers.
  • 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 as an effective contributor to the development of the country.

Competencies

Functional Competencies   

Promoting Organizational Learning and Knowledge Sharing
Basic research and analysis

  • Documents innovative strategies and new approaches
  • 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
Fundamental knowledge of processes, methods and procedures

  • 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
  • Identifies new and better approaches to work processes and incorporates same in own work
  • 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

Promoting Organizational Change and Development
Presentation of information on best practices in organizational change

  • Demonstrates ability to identify problems and proposes solutions
  • Documents processes to support change initiatives

Strategic Alignment of Management Practice (HQ & RSCs)
Collecting information, identifying best practice

  • Understands the organizational structure, knows key functional and operational areas of organizational units and provides inputs to the delivery of management systems and services

Design and Implementation of Management Systems
Data gathering and implementation of management systems

  • Uses information/databases/other management systems

Client Orientation
Maintains effective client relationships

  • 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
Gathering and disseminating information

  • 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. 
  • Certification in administration, accounting or finance desirable.

Experience

  • 5 years of relevant experience in administration and/or programme support services.
  • Extensive experience using computers and office software packages (ERP, MS Word, Excel, PowerPoint, etc.).
  • Experience in handling of web-based management systems is highly desirable. Experience with ATLAS is an asset

Language Requirements

  • Fluency in French and knowledge in English is desirable

Female applications are strongly encouraged.