Administrative/Logistics Clerk

This opening expired 2 months ago.

Application deadline 2 months ago: Thursday 29 Sep 2022 at 00:00 UTC

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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.

The project “Transformative approaches to achieving gender equality in Ukraine” aims at employing transformative approaches to the advancement of gender equality and women’s empowerment, which we understand as breaking out with ‘business-as-usual’; instead of focusing on barriers women face and empowering women through working with women, gender transformative approaches engage variety of agents of change. Transformative approaches aim at removing the root causes, structural barriers, and restrictive social norms, that underpin the persistence of gender inequalities in various areas of life. In our case transformative approach means engaging with the key institutions at the same time, that have significant impact on either reproduction of restrictive gender stereotypes or can help to break down these social norms and pave the way to greater gender equality and women’s empowerment: the government, women’s organizations, and the private sector.

Under the direct supervision of Programme Coordinator or his/her designated mandated representative(s) the UN Volunteer will undertake the following tasks:

Support implementation of operational strategies by: · Full compliance of administrative activities with UN/UN Women rules, regulations, policies and strategies; · Provision of inputs to the project’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs); · Provision of inputs to the preparation and implementation of administrative team results-oriented work plans.

Provide general contract administrative support to the project implementation in: - Monitoring the timely submission of deliverables and timely processing of payments under project special service agreements and institutional contracts; - Regular updating the project main register of contracts and payments; - Compiling necessary documents for hiring of new or amending contracts of current consultants or companies; - Gathering necessary documents for creation/amendment of Vendor Profiles, e-requisitions, Purchase Orders, micro-canvass forms, vouchers.

Ensure effective provision of administrative and logistical support by: · Ensuring that travel arrangements and authorizations, passport and visa requests and extensions, flight bookings and all other matters related to travel of international and national staff are properly and timely authorized and processed; · Providing administrative and logistical support in preparation of missions, conferences, work- shops; · Providing inputs for preparation of budget, provision of information for audit; · Assisting in organization of shipments, mailing of documents for UN Women; · Participation in data collection, analysis and maintenance of projects related database and files; maintaining accurate electronic and paper filing, information and records systems ensuring safekeeping of confidential materials; · Participation in project activities (meetings, round tables, conferences, other public activities) preparation, implementation and follow up, taking meeting minutes; · Support Buyer in preparation of Purchase Orders (POs) by submitting full set of necessary sup- porting documents.

Ensure provision of basic administrative support services to the project: · Preparation of routine draft correspondence and reports; · Extract, input, copy, scan and file data from various sources, · Selection of suppliers for basic goods and services by collecting quotations; · Collect background information documents, as necessary; · Communication with partners on technical issues of cooperation; · Maintenance of records on project assets management and preparation of required reports; · Maintenance of project contract management.

Provide support to knowledge development and knowledge sharing through: · Participation in the training for office staff. · Contributions to knowledge networks and communities of practice.

Results/expected outputs: • As an active UN Women team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UN Women and its beneficiaries in the accomplishment of her/his functions, including: • Support to administrative services ensuring high quality of work provided; • Accurate, timely and properly recorded/documented service delivery ensured, including registry and basic administrative services. • 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 as- signment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed

• Accountability • Commitment and Motivation • Communication • Creativity • Ethics and Values • Integrity • Planning and Organizing • Respect for Diversity • Self-Management • Technological Awareness • Working in Teams

administrative support • Experience in the usage of computers and office software packages (MS Word, Excel, etc.). • Experience in handling web-based management systems would be a strong asset.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. National UN Volunteers are part of the malicious insurance plan.

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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