Administrative/Logistics Clerk

Volunteering Admin Logistics & Procurement Finance & Economy

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.

Since the beginning of the Russian military invasion on 24 February 2022, Ukraine is rapidly emerging as one of the world’s most complex emergencies with over 3 million refugees already fleeing the country and with growing humanitarian crisis and needs.

Women’s groups and civil society organizations have been quick to react to the immediate priorities of their communities, but face many challenges as they attempt to provide support to large numbers of internally displaced people, host-communities and those directly affected by violence and insecurity. Civil society, and particularly women’s organizations in Ukraine are in the front-line to deliver immediate humanitarian assistance to displaced women and girls.

Displaced women and girls are facing multiple human rights violations, including sexual and gender-based violence.

Under the direct supervision of Programme Specialist for Women’s Economic Empowerment (and under the Deputy Country Representative until the WEE Programme Specialist is hired), 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 implemen-tation 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 (SSA) 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 consult-ants or companies; · Gathering necessary documents for creation/amendment of Vendor Profiles, e-requisitions, Purchase Orders, micro-canvas forms, vouchers.

Provide general financial support to the project implementation in:

· Supporting in updating project spending plan and budget

Ensure effective provision of administrative and logistical support by:

· Ensuring that travel arrangements and authorizations, passport and visa requests and exten-sions, 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 ensur-ing 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 supporting 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.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• 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 self-reports on UN Volunteer actions, results and opportu-nities.
• 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 indi-viduals and organizations to use the UNV Online Volunteering service whenever technically possi-ble.

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 document-ed 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.

• Accountability • Commitment and Motivation • Commitment to Continuous Learning • Communication • Creativity • Empowering Others • Ethics and Values • Integrity • Planning and Organizing

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

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

Allowances: • Volunteer Living Allowance (VLA): A Volunteer Living Allowance (VLA) USD 1587 (equivalent in UAH) is provided monthly to cover housing, utilities, and normal cost of living expenses. This includes Well-Being Differentials for the period while the ICSC applies hardship classification to duty stations in Ukraine as “E”. • USD 400 entry lump sum, one-time payment.

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.

Apply now

Added 8 hours ago - Updated 8 hours ago - Source: unv.org