Administrative/Logistics Clerk (Gender in Humanitarian Action)

Volunteering Admin Logistics & Procurement Finance & Economy

Overview

Support implementation of GiHA Programme with administrative and logistical tasks.

You have:

• Experience in administrative support and logistics.
• Knowledge and experience in handling financial management tasks.
• Proficiency in using computers and office software packages (MS Word, Excel).
• Experience in data collection and analysis.
• Ability to coordinate administrative activities and projects.
• Knowledge of gender equality and humanitarian response frameworks.

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.

On 24 February 2022, the Russian Federation launched an illegal full-scale invasion of Ukraine, causing widespread death, destruction, displacement and suffering, leaving at least 17.6 million people in need of humanitarian assistance in 2023. Additionally, the war is increasing gender and intersectional vulnerabilities and inequalities. Across the country, marginalized groups including LGBTIQ+, minorities, people with disabilities and people living with HIV/AIDS are at heightened risk of exclusion, sexual and economic exploitation, violence, and abuse. UN Women leads and coordinates United Nations system efforts to ensure that the commitments to gender equality and gender mainstreaming translate into action in humanitarian response plans.

In Ukraine, UN Women is the co-lead of the Gender in Humanitarian Action (GiHA) Working Group, providing technical, advisory and programmatic support to the Humanitarian Country Team (HCT) and the Inter Cluster Coordination Group (ICCG). The GIHA working group is comprised of gender focal persons from the clusters and sub clusters and provide critical support to ensure gender analysis, and advocacy is adequately coordinated, disseminated, and utilized, through the ICCG, including for strategic planning purposes such as Humanitarian Needs Overview (HNO) and Humanitarian Response Plan (HRP).

Under the overall guidance of the Head of Humanitarian Programming and direct supervision of the Knowledge Management and Data Analyst, Administrative/Logistics Clerk provides support to the implementation of the GiHA Programme, including research, coordination, and production of knowledge products as well as supporting efficient monitoring and evaluation of the programme at country level.

Under the direct supervision of the Knowledge Management and Data Analyst, 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 (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 consultants or companies • Gathering necessary documents for creation/amendment of Vendor Profiles, e-requisitions, Purchase Orders, micro-canvass 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 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, workshops • 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 supporting documents.

Schedule and Meeting Management • Coordinate with internal and external stakeholders to schedule meetings and manage and regularly update calendars for the GiHA WG • Assist in preparing meeting agendas in consultation with senior team members, distribute them ahead of time, and arrange for any required materials. • Attend meetings to take minutes and distribute minutes promptly after meetings. • Track and remind stakeholders of upcoming deadlines and action items generated during meetings.

Research Assistance • Under the direction of the Knowledge Management and Data Analyst and the Head of the Humanitarian Programme, provide assistance in collecting relevant data using a variety of methods including surveys, databases, and interviews. • Perform initial literature reviews by identifying pertinent publications, summarizing key findings, and outlining gaps in current research.

Knowledge Management • Take the lead in developing and maintaining a specialized database that houses documents, knowledge artifacts, and publications pertinent to the GiHA WG. • In collaboration with the Knowledge Management and Data Analyst, ensure the database is continually updated and accurately categorized. Periodically review the quality and relevance of stored assets to enhance data integrity. • Actively engage in various GiHA WG-related activities, such as meetings, roundtables, and conferences that includes planning, execution, and post-event wrap-up. Ensure detailed meeting minutes are recorded and distributed. • Participate in the collection and analysis of project-related data, ensuring all files—both electronic and paper-based—are meticulously maintained.

Communication and Advocacy • Assist in designing and distributing communication materials, including newsletters, social media posts, and press releases • Provide logistical support for monthly GiHA WG meetings, public events, and other ad-hoc gatherings by setting up venue arrangements, preparing materials, and coordinating with vendors. • Communication with partners on technical issues of cooperation Technical Support • Draft initial versions of documents, emails, and presentations as required. • Proofread and format these documents according to organizational guidelines. • Provide support for translation of documents, presentations, emails from English to Ukrainian and vice versa. • Enter data into software like Excel or specialized analysis tools to support data analysis projects.

Monitoring and Evaluation • Assist in the preparation of progress reports by collating data and preliminary findings.

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 Adaptability and Flexibility Commitment and Motivation Commitment to Continuous Learning Communication Creativity Ethics and Values Integrity Knowledge Sharing Planning and Organizing Professionalism 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. •Experience in knowledge management and research

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. This is a full-time contract.

Entitlements of National UN Volunteer Specialist (Kyiv Duty Station)

This is a full-time assignment. 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) 1534 USD (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.

Full entitlements at the duty station: https://app.unv.org/calculator

The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos

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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: unv.org