Administrative Specialist

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.

The position is located in the in the Office for the Coordination of Humanitarian Affairs (OCHA) in Ukraine. OCHA is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

Within the delegated authority and under the supervision of Administrative Officer or his/her designated mandated representative(s), the UNV Administrative Specialist will:

Support implementation of operational strategies: • Complies administrative activities with UN regulations, rules, policies and strategies. • Provides inputs to the project’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). • Provides inputs to the preparation and implementation of administrative team results-oriented work plans.

Provide general contract administrative support to the project implementation: • Monitors timely submission of deliverables and timely processing of payments under project special service agreements and institutional contracts. • Regularly updates the project main register of contracts and payments. • Compiles necessary documents for hiring of new or amending contracts of current consultants or companies. • Gathers necessary documents for creation/amendment of Vendor Profiles, e-requisitions, Purchase Orders, micro-canvass forms, vouchers.

Ensure effective provision of administrative and logistical support: • Ensures 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. • Provides administrative and logistical support in preparation of missions, conferences, workshops; • Provides inputs for preparation of budget, provision of information for audit. • Assists in organization of shipments, mailing of documents for OCHA. • Participates in data collection, analysis and maintenance of projects related database and files; maintains accurate electronic and paper filing, information and records systems ensuring safekeeping of confidential materials. • Participates in project activities (meetings, round tables, conferences, other public activities) preparation, implementation and follow up, taking meeting minutes. • Supports procurement process by submitting full set of necessary supporting documents.

Ensure provision of basic administrative support services: • Prepares routine draft correspondence and reports. • Extracts, inputs, copies, scans and files data from various sources. • Selects suppliers for basic goods and services by collecting quotations. • Collects background information documents, as necessary. • Communicates with partners on technical issues of cooperation. • Maintains records on project assets management and preparation of required reports. • Assists in project contract management.

Provide support to knowledge building and knowledge sharing: • Participates in the training for office staff. • Contributes to knowledge networks and communities of practice.

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

Results/expected outputs:

• As an active [insert name Host Agency] team member, efficient, timely, responsive, client-friendly and high-quality support rendered to OCHA Ukraine and its beneficiaries in the accomplishment of her/his functions, including: Results/Outputs: o Applies specialised expertise with respect to a range of programme planning, budget, financial and administrative management tasks of the Unit. • 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.

• Professionalism: demonstrated understanding of operations relevant to OCHA Ukraine; technical capabilities or knowledge relevant or transferrable to OCHA Ukraine procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; • Integrity: demonstrate the values and ethical standards of the UN and OCHA Ukraine in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority; • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities; • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary; • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards OCHA Ukraine mission and vision, as well as to the UN Core Values.

administration, finance, accounting, logistics, human resources management, or other related area is required. • Work experience with Enterprise Planning Systems (EPRS) is required. • Administrative experience in emergency situations (complex emergency or natural disaster) is desirable. • Relevant administrative experience within the UN Common System or other comparable international organization is desirable.

Knowledge, skills, abilities: • Knowledge of administrative, budgetary, financial and human resources policies and procedures. • Ability to apply various United Nations administrative rules and regulations in work situations.
• Conceptual analytical and evaluative skills to conduct independent research and analysis. • Ability to identify issues, formulate opinions, make conclusions and recommendations. • Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. • Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Other required technical knowledge: • 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. • Desirable: valid national driver’s license and proven ability to drive manual gear 4x4 over rough terrain; (if not applicable, delete) • Sound security awareness. • Have affinity with or interest in administration, 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 2)

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 1268  (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.