Administrative Assistant

Volunteering Admin Communications & PR

Overview

Provide robust administrative support to the project team

You have:

• Experience in administration, operations, finance or project support at national or international level is required.
• Experience working in the UN or other international development organization is an asset.
• Knowledge of the Atlas ERP system and/or UN/UNDP Rules and Procedures is an asset.
• Excellent oral and written skills; excellent drafting, formulation, reporting skills.
• Ability to work with tight deadlines and adapt professionally and effectively in a challenging environment.
• Ability to work effectively in a multicultural team.

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

Organizational Context & Project Description: The economic impact of the full-scale war of the Russian Federation against Ukraine, launched on 24 February 2022, will be significant at national, regional and global levels as per initial analysis and forecasts from the IMF and OECD. UNDP early projections suggest that 18 years of development gains could be wiped out in the next 12 to 18 months with 90% of the Ukrainian population potentially facing poverty and extreme economic vulnerability should the war deepen.

Destroyed infrastructure, disrupted supply chains, large-scale displacement and migration and falling demand have had dire economic consequences. Industries suffer from the shut-down of enterprises in combat zones, threatening about two-thirds of Ukraine's annual com-modity exports.

Supporting businesses has a positive impact on social cohesion, since it allows the interaction between host communities and internally displaced populations, who will develop networks that could ultimately become support and integration mechanisms. Business support, consist-ing of both (i) business relocation (not only equipment, but also personnel, their families), and (ii) active engagement of internally displaced persons in the work of local enterprises in the region will strengthen social cohesion in the city through the constant interaction of IDPs and the local population, the need for IDPs of leaving the places of their compact (and often physi-cally isolated) temporary residence, forming a sense of belonging to the region and returning to a normal way of life, which will also have the effect of psychological relief for the men and women affected by the war, which, in turn, should lead to reducing the risk of tensions and conflicts in the country.

Entrepreneurs from the east and south parts of Ukraine face three main challenges: dis-placement, loss of assets and need for integration into the entrepreneurial ecosystem. Both the City and the Oblast Administration have structured economic support and recovery inter-ventions, focusing on supporting local businesses and businesses looking to relocate in the Region.

To address those challenges, and in alignment with national and local plans and strategies, UNDP has structured support interventions to: • Support local economies by boosting the capacities of local MSMEs, equitably target-ing women- and men-led businesses; • Support relocation processes of businesses from the eastern, southern and central regions of Ukraine.

These interventions aimed in the short and medium term will build up on the incentives set by local authorities, as well as in the subsequent phases of recovery, where support will focus on strengthening businesses to become export-oriented with the aim of continuing the internationalization of Ukraine’s economy.

Businesses in the cities and oblasts will benefit from the interventions since the projects will be also open to local businesses. Interventions like matching businesses for shared facilities will benefit host businesses with consultants.

The UNV will work on supporting the efficient functioning of the Business Support Center together with the UNDP team and in close cooperation with the relevant local authorities.

Within the delegated authority and under the supervision of a Project Manager or his designated mandated representative(s), the UNV Administrative Assistant will: • Perform administrative support functions to facilitate the implementation of the project ac-tivities, including personnel matters, attendance records, facilitating missions, office maintenance, reception/registry. • Support to organization of meetings, workshops, roundtables, conferences, forums and other project events in online and offline format through ensuring proper administrative and logistic arrangements, facilitating related procurement and financial processes. • Support to project HR processes, including recruitment, selection, performance appraisal, training, extension, maintenance of personnel files and attendance records. • Support to office maintenance and assets management, procurement of office equipment and supplies. • Ensure routine support, such as processing of correspondence, maintenance and archiv-ing of all supporting records, documents and files from HR, finance, and procurement ac-tivities. • Administrative and logistical support to travels of project staff, including arrangements for accommodation, visas, tickets, travel processing in Atlas system etc. • Assist in proper organization, implementation, monitoring and control of procurement and finance processes in full compliance with UNDP rules and regulations. • Support with coordination, planning and reporting, as might be required. • Assist in preparation of annual, semi-annual and ad hoc HR, procurement, financial re-ports. Follow up on reporting requirements (formats, deadlines…) and procedures, estab-lish the reporting calendar and initiate/prepare the reports in cooperation with other col-leagues. Create and maintain spreadsheets and dashboards required for efficient report-ing. • Assist in minutes taking upon request. • Support in translation of documents from/to English. • Any other related tasks as may be required or assigned by the supervisor.

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 in-stance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities; • Contribute articles/write-ups on field experiences and submit them for UNV publica-tions/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 • As an active UNDP team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNDP and its beneficiaries in the accomplishment of her/his functions, including: • Timely and quality administrative, HR, finance and procurement assistance provided. • Supporting documents for HR, finance and procurement processes, project events properly collected, archived and maintained. • Inputs in the preparation of various written outputs provided, as required. • 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 dur-ing the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed

☒ Adaptability and Flexibility ☒ Commitment and Motivation ☒ Commitment to Continuous Learning ☒ Communication ☒ Ethics and Values ☒ Integrity ☒ Planning and Organizing ☒ Professionalism ☒ Self-Management ☒ Technological Awareness ☒ Working in Teams

at the national and/or international level in administration, operations, finances and/or project or programme support is required, experience working in the UN or other international development organization is an asset.

Desirable:

• Knowledge of the Atlas ERP system and/or UN/UNDP Rules and Procedures is an asset. • Excellent oral and written skills; excellent drafting, formulation, reporting skills. • Accuracy and professionalism in document production and editing. • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development. • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel. • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines. • Sound security awareness. • Have affinity with or interest volunteerism as a mechanism for durable development, and the UN System.

As it is a national UN Volunteer's assignment, the volunteer shall organize his/her accommodation by themselves.

Taking into account the current circumstances in the country, telecommuting arrangements can be applied by the Host Entity.

Entitlements of National UN Volunteer (Specialist - Step 1)

The contract lasts for the period indicated in the vacancy with possibility of extensions subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment.

Allowances: • Volunteer Living Allowance (VLA): A Volunteer Living Allowance (VLA) USD 1534 (equivalent in UAH) is provided monthly to cover housing, utilities and normal cost of living expenses.

Medical and life insurance: • Medical insurance: The UN Volunteer and eligible PFU dependents will receive UNV provided medical insurance coverage. Coverage for UN Volunteers begins from the Commencement of Service and normally ceases one month after the last day of the UN Volunteer Contract date. • Life Insurance: UN Volunteers are covered by life insurance for the duration of the UN Volunteer assignment. If a UN Volunteer dies during the UN Volunteer assignment, the eligible designated beneficiaries will be entitled to receive a life insurance lump sum. Leave entitlements: • Annual leave:  UN Volunteers accrue an entitlement to 2.5 days of Annual Leave per completed month of the UN Volunteer assignment. Unused accrued Annual Leave up to a maximum of 30 days is carried over in case of a contract extension within the same UN Volunteer assignment. Unused accrued Annual Leave may not be carried over in case of reassignment or a new assignment. • Learning leave: Subject to supervisor approval and exigencies of service, UN Volunteers may request up to ten working days of Learning Leave per consecutive 12 months of the UN Volunteer assignment, starting with the Commencement of Service date, provided the Learning Leave is used within the contract period • Certified Sick Leave: UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. This amount is reset every 12-month cycle. • Uncertified Sick Leave: UN Volunteers receive seven days of uncertified sick leave working days in a calendar year. This amount will be reset at the established interval period.

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Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: unv.org