Antecedentes

The United Nations Volunteers (UNV) programme is the UN organization that contributes to peace and development through volunteerism worldwide. 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.

The United Nations Development Programme (UNDP) is the UN's global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. UNDP is on the ground in 177 countries and territories, supporting their own solutions to development challenges and developing national and local capacities that will help them achieve human development and the Millennium Development Goals. UNDP helps countries attract and use aid effectively. In all its activities, UNDP promotes the protection of human rights and the empowerment of women.

The hosting programme is Iraq Crisis Response and Resilience Programme (ICRRP) which was launched by UNDP in response to the on-going crisis. The programme is focusing on: 1) coordination, 2) basic services and accountability, 3) livelihoods recovery, 4) protection and 5) social cohesion. The overall objective of this program is to build the resilience of the communities that are most affected by the displacement of refugees and IDPs.

Under Component 1 - Support to the establishment and operationalization of the crisis response coordination mechanisms at the Central, Regional and Governorate levels, ICRRP worked closely with the Joint Crisis Coordination Center (JCC) of the Kurdistan Regional Government (KRG) and Joint Coordination and Monitoring Center (JCMC) of the Federal Government as well as other respective government counterparts. Implementation of the project activities for Component 1 encompasses large and complex administration and logistic support to the project counterparts arrangements and it requires effective and efficient financial/operational/administrative processing for project activity implementation with ensuring full compliance with UNDP’s rules and regulations.

The Administration Assistant will work with Component 1 of the ICRRP and report to the Team Leader for this component in close collaboration with ICRRP Project Associate.

• Host Agency/Host Institute:         UNDP

Deberes y responsabilidades

Under the guidance and direct supervision of the Team Leader for Component 1 and general guidance of the Programme Manager for the ICRRP, the Administration Assistant ensures effective and efficient processing and implementation of all administrative activities and tasks related to Component 1. The Administration Assistant must preserve full confidentiality and professionalism in all aspects of the assignment, maintenance of protocol procedures, management of information flows and follow-up on deadlines and commitments made.

Being responsible for all administration tasks associated with component 1 of the ICRRP, the Administration Assistant will work very closely with and act as the interface between the Component leaders and Procurement, Finance, Information Communication Technology, Human Resources, and General Administration Units of UNDP.

Ensure the effective and efficient processing and completion of all administrative tasks related to Component 1 of the ICRRP focusing on achievement of the following results:

• As the interface between the project management and finance, procurement and general UNDP administration units, ensure that any administration input and documentation required for processing and completion of tasks are submitted in a timely and otherwise satisfactory manner;
• Ensure that all administrative tasks related to project events, such as trainings, workshops and travel, are administratively processed in a timely manner for maximum accuracy of tasks and satisfaction of the UN and non-UN clients participating in such events;
• Maintain full overview of component needs and develop calendar for timely and successful completion of administrative tasks, track progress on planned issues, follow-up on action points and pro-actively take necessary initiatives for completion of such tasks;
• Act as the administrative interface between the component management and any implementing partners, individual consultants or companies that provide services to the component;
• Continuous and efficient communication between Component 1 and its external partners such as implementing partners, Individual Consultants and service companies;
• Screen all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;
• Ensure adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners;
• Provide guidance to the government counterparts or ICRRP Staff, enhancing their knowledge on UNDP’s rules, regulations, and procedures for smooth financial and admintirative processes;
• Assist in organizing meetings/worskhops/trainings on UNDP’s POPP and rules and regulations for the relevant staketholders.

Ensures effective communications and administrative support to Component 1 of the ICRRP focusing on achievement of the following results:

• Maintain the filing system ensuring safekeeping of confidential materials. Use of automated filing system;
• Coordinate the information flow related to the Component and keeping the Component Team Leader, Project Associate, and Programme Manager of ICRRP informed as required;
• Draft Component-related routine correspondence, administrative briefing notes, documents, reports, and minutes of meetings when requested, translations when required

For Component 1 of the ICRRP, ensure administrative support to Procurement, Finance, Information Communication Technology, Human Resources, and General Administration Units, which include but not limited to:

• Raising E-requisitions
• Raising vendor profiles
• Preparing  administrative forms
• Preparing payment/finance forms
• Providing logistic support for the relevant meetings, training sessions, and other events
• Following-up on administrative actions with the respective unit in the ICRRP and Country Office

As this is a National UN Volunteer position the incumbent is also encouraged to:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark IVD);
• Encourage and support co-workers, fellow UN Volunteers and members of the local community to play an active part in development on a voluntary basis;
• Be acquainted with and build on traditional and/or local forms of volunteerism in Iraq and the Kurdistan Region and where possible network and build relationships with local organizations, groups or individuals and support and/or participate in local volunteering initiatives;
• Reflect on the type and quality of voluntary action undertaken, including participation in on-going reflection activities;
• Discuss with supervisors and colleagues on how volunteerism for development can be mainstreamed through the assignment and integrate activities that promote volunteerism for development into work plans;
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly arrived UN Volunteers.

Competencias

• Integrity and professionalism: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take ownership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confidentially; responsive and client-oriented.
• Accountability: mature and responsible; ability to operate in compliance with organizational rules and regulations.
• Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.
• Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities.
• Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious working.

Habilidades y experiencia requeridas

Qualifications:

• At a minimum, Secondary Education with specialized secretarial training or office management, operation, logistics.

Experience:

• Minimum 3 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level;
• Experience in the use of computers and office software packages (MS Word, Excel, etc.);
• Experience in web based management systems.

Languages Required:

• Fluency of English and Kurdish, Arabic is an asset.

Note:

UN Youth Volunteers must be between 22 and 29 years for the whole duration of their assignment;
This position will be subject to approval by the Erbil Governor/Deputy Governor (counterpart/head of steering committee) and Minister of Planning (funder of the project);
United Nations Volunteers is an equal opportunity programme which welcomes applications from qualified professionals and is committed to achieving diversity in terms of gender and culture.
 

Conditions of Service for national UN Volunteers

A 6 - month contract; with subsequent contract extensions subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment.

Travel to duty station (if applicable) and a Settling-In-Grant will be provided in the event duty station is not within commuting distance from the place of recruitment. A Volunteer Living Allowance (VLA) of USD 1,289 (amount and currency of payment) is provided monthly to cover housing, utilities and normal cost of living expenses. Life, health and permanent disability insurance are included (health insurance for up to 3 dependents), as well as final repatriation (if applicable) and resettlement allowance for satisfactory service.