Program Assistant

Volunteering Admin

Overview

Assist with the administration and implementation of programs.

You have:

• 4 years with progressive secretarial/administrative related experience.
• Knowledge of administrative process, policies and procedures related to program/project administration, implementation and evaluation.
• Ability to work well with figures, undertake basic research and gather information from standard sources.
• Strong time management, organizing and detail-oriented skills.
• Good interpersonal, networking and communication skills.
• Flexibility and open to learning and new experiences.
• Respect for diversity and adaptability to other cultures, environments and living conditions.
• Computer skills (e.g. Word, Excel, PowerPoint, social media, etc.).

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.

UN Volunteers should be provided equal duty of care as extended to all host entity personnel. Host entity support to the UN Volunteer includes, but is not limited to: • Introductory briefings about the organisation and office-related context including security, emergency procedures, good cultural practice and orientation to the local environment. • Support with arrival administration including setting-up of bank accounts, residence permit applications and completion of other official processes as required by the host government or host entity. • Structured guidance, mentoring and coaching by a supervisor including a clear workplan and performance appraisal. • Access to office space, equipment, IT support and any other systems and tools required to complete the objectives of the assignment including a host entity email address; • Access to shared host entity corporate knowledge, training and learning; • Inclusion of the volunteer in emergency procedures such as evacuations; • Leave management. • DSA for official travel, when applicable; • All changes in the Description of Assignment occurring between recruitment and arrival or during the assignment need to be formalized with the United Nations Volunteer Programme.

Under the direct supervision of Operation Officer, the UNV National Specialist will:

• Serves as focal point for administrative coordination of programme or project implementation, achieving results such as: • Monitoring status of programme/project proposals and receipt of documentation for review and approval. • Checking on the process to establish projects and alert supervisors of any delays or action needed submission of project documentation for final approval and signature; distribution of project documents to relevant parties upon approval. • Liaison with administrative staff on the verification and availability of funds, entry in computerized budget system and monitoring of approval processes. • Extensive liaison and follow-up with diverse organizational units on various administrative actions such as recruitment and appointment of personnel, travel arrangements, authorization of payments, disbursement of funds, procurement of equipment and services • Compilation and summary of basic information and data on specific programmes/project related topics or issues. • Regular reporting on the budget status against the established project work plan using available dashboards or pre-existing tracking methodologies. • Finalization of all administrative and logistical preparations required for the organisation of technical and programmatic meetings, conferences, seminars, workshop, courses and other events. This includes liaison with participants from MoH and other stakeholders. • Compilation and basic research of background material for technical and programmatic presentations, meetings and other events. • Follow-up on agreed upon activities with the relevant units and staff to take action. • Establishment and maintenance of filing system appropriate for each technical project or programme. • Compilation, formatting and editing of technical documents linked to certain project or programme activities and submission to appropriate staff for reply. • Information and reminders for responsible staff of follow-up dates on project activities, response or specific actions, supplying supporting material as appropriate. • Tracking the workflow and monitoring the progress of work and deadlines for programme documents and follow up with the substantive offices as needed. 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 opportunities.
• 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 individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

• Communicating in a credible and effective manner: Expresses oneself clearly in conversations and interactions with others; listens actively. • Producing Results: Produces and delivers quality results. Is action oriented and committed to achieving outcomes. • Fostering Integration and Teamwork: Develops and promotes effective relationships with colleagues and team members. Deals constructively with conflicts.

4 years with progressive secretarial/administrative related experience, knowledge of administrative process, polices and procedures related to program/project administration, implementation and evaluation, technical cooperation, programming and budgeting.

Knowledge of administrative policies, processes and procedures generally and in particular those related to programme /project administration, implementation and evaluation, technical cooperation, programming and budgeting.

Ability to work well with figures, undertake basic research and gather information from standard sources. Shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

Should be able to multitask and prioritize using good time management skills, organized and detail-oriented. Adherence to deadlines and timely generation of correspondence.

• Motivated to contribute towards peace and development and to serve others. • Good interpersonal, networking and communication skills. • Willingness to contribute and work as part of a team. • Flexible and open to learning and new experiences. • Respect for diversity and adaptability to other cultures, environments and living conditions; • Previous experience as a volunteer and/or experience of another culture, (i.e. studies, volunteer work, internship) would be highly regarded; • Computer skills (i.e. Word, Excel, PowerPoint, social media, and others).

The Duty Station is Port Sudan. The climate is mainly tropical. During the summer (March – June) the temperature is quite high with an average of 38C, with May being the hottest month of the year. Autumn starts from mid-July and ends in September; it is characterized by an abundance of sandstorms. Winter starts from October and up to February, it is endowed with a beautiful to moderate, dry and healthy. Finding a place to stay is probably the number one priority for settling into your short assignment in Sudan. You have the option of staying in one of the hotels that are cleared by UNDSS. Furnished or semi-Furnished housing/apartments are also available, but most landlords may not be keen to rent apartments for period of less than six months. Most types of meals and internationally knows dishes are available in Sudan. All sorts of fresh meats (chicken, beef, lamb and fish) are available in supermarkets. Fresh vegetables and fruits are also available from local sources. There are a variety of canned and packaged goods. Sudan is a unique country and provides for an interesting and enriching environment, but also requires a mature level of cultural awareness, as well as more stamina and commitment than elsewhere to make life comfortable and affordable. Therefore, flexibility and the ability and willingness to live is required.

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Potential interview questions

Added 8 months ago - Updated 6 months ago - Source: unv.org