Background

The United Nations Volunteers (UNV) programme is the UN organization that promotes volunteerism to support peace and development worldwide. Volunteerism can transform the pace and nature of development and it benefits both society at large and the individual volunteer. UNV contributes to peace and development by advocating for volunteerism globally, encouraging partners to integrate volunteerism into development programming, and mobilizing volunteers.In most cultures volunteerism is deeply embedded in long-established, ancient traditions of sharing and support within the communities. In this context, UN Volunteers take part in various forms of volunteerism and play a role in development and peace together with co-workers, host agencies and local communities.In all assignments, UN Volunteers promote volunteerism through their action and conduct. Engaging in volunteer activity can effectively and positively enrich their understanding of local and social realities, as well as create a bridge between themselves and the people in their host community. This will make the time they spend as UN Volunteers even more rewarding and productive.

This Talent Programme for Young Professionals with Disabilities is designed to train young persons with disabilities in a UNDP office to develop their capacities and eventually promote their inclusion into the workforce of the international development sector. The programme also aspires to build a solid pipeline of highly qualified professionals with disabilities who can contribute to the achievement of the Sustainable Development Goals (SDGs) at local, national and global levels. Initially the programme will recruit young professionals with disabilities for 12-months assignments in UNDP country, regional or headquarters offices. Participants will gain hands-on experiences and grow their professional expertise in the thematic areas related to the SDGs, multilateral development cooperation, as well as programme and operations management. They will also build their leadership skills and develop capacities in their field of expertise.

Duties and Responsibilities

Within the delegated authority and under the supervision of Administrative Associate or his/her designated mandated representative(s) and under the overall guidance of the Operations Manager, the UNV Operations Assistant will works in close collaboration with the Operations staff in the Country Office (CO) to ensure consistent service delivery and undertakes the following tasks:

Ensures maintenance of registry system and provides registry services through:

• Maintenance of the office digitalized filing system and records management in accordance with the UNDP Global Filing System and UNDP Standard Operating Procedures (SOPs);
• Maintenance of electronic and hardcopy archives, making sure files are properly stored and
• accessible; safe keeping of documents;
• Provision of photocopies of material from the confidential registry files, as requested; Assistance in the collection of reference and background material from registry files;
• Provision of inputs and updates to CO database;
• Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer when backstopping Receptionist;
• Registration and dispatch of the outgoing communications when backstopping receptionist.

Ensures provision of basic administrative support services to all Operations Units, through:

• Processing of incoming calls and switchboard operations, when required;
• Maintenance of CO Attendance Records and backstopping CO Leave Monitors when needed;
• Distribution of vacancy/tender announcements in UNDP web-based system, local job websites and other applicable networks;
• Opening of tender documents from e-tender system when required;
• Collection of references for recruitment processes;
• Taking minutes on interviews;
• Provide logistical support to organization of travel, events etc. as required;
• Preparation of routine draft correspondence, faxes, memoranda and reports;
• Extract, input, copy, scan and file data from various sources;
• Collect background information documents, as necessary.

Provides support to knowledge building and knowledge sharing in the CO, through:

• Participation in the training for the operations/projects staff on administration.
• Contributions to knowledge networks and communities of practice.

Any other related tasks as may be required or assigned by the supervisor.

Furthermore, participants in the Talent Programme are required to:

• Strengthen their knowledge on the SDGs and the United Nations Development System;
• 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 International Volunteer Day);
• Contribute articles/write-ups on field experiences and submit them for UNDP and UNV publications/websites, newsletters, press releases, etc.

Furthermore, UN Volunteers are required 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 International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Provide annual and end of assignment reports on UN Volunteer actions, results and opportunities using UNV’s Volunteer Reporting Application 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 Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Results/Expected Outputs:

• Daily support to operations units is provided in timely and quality manner;
• UNDP procedures, rules and regulations applied in the office operations;
• A cooperative spirit, flexibility and openness to new ways of working are demonstrated;
• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment;
• A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed;
• The development of capacity through coaching, mentoring and formal on-the-job training, when working with (including supervising) national staff or (non-) governmental counter-parts, including Implementing Partners (IPs);
• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment;
• A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

Competencies

Competencies & Values:

• Accountability;
• Adaptability and Flexibility;
• Commitment and Motivation;
• Commitment to Continuous Learning;
• Ethics and Values;
• Managing Performance;
• Planning and Organizing;
• Professionalism;
• Respect for Diversity;
• Self-Management;
• Working in Teams.

Required Skills and Experience