Program Assistant (Senegal-Gambia)

Volunteering Logistics & Procurement

Overview

Support UN Volunteers recruitment and provide administrative assistance.

You have:

• Minimum 2 years of experience in administration and/or program support service at the national and/or international level.
• Excellent oral and written communication skills.
• Ability to work effectively in a multicultural team.
• Proficient in MS Office applications (Excel, Word, etc.) and email/internet.
• Ability to create and manage databases.

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 UNV Field Unit (FU) represents and positions the UNV Programme in-country and brings UNV’s services and volunteer solutions closer to cooperating partners. The UNV FU is further responsible for everyday management of serving volunteers. The UNV Programme Assistant will support the Country Coordinator in the recruitment and placement of UN Volunteers; management and provision of administrative/operational support to UN Volunteers. The Programme Assistant is expected to demonstrate a client-oriented approach, high sense of maturity and responsibility, courtesy, tact and ability to work with people from diverse national and cultural backgrounds.

thin the delegated authority and under the supervision of UNV Country Coordinator or his/her designated mandated representative(s), the UNV Program Assistant will:

Provides operations support services ensuring high quality, accuracy and consistency of work including but not limited on the following areas:

I. Support in volunteer mobilization and deployment

• Assist in the development and finalization of Description of Assignments, and in recording them in the Unified Volunteer Platform (UVP); • Submitting profiles to HE and following up timely submission of assessment reports; recording the reports in UVP; • Provide guidance to selected candidates in completing the recruitment formalities; • Provide guidance to HE &/or facilitate on entry visa and resident permit process for international volunteer candidates and their recognized dependents; • Provide guidance to HE &/or facilitate issuance of UN ID Card to candidates and their recognized dependents; • Monitoring the progress of recruitment processes ensuring proper follow-up with related counterparts: candidate, host entity (HE) and Volunteer Services Center (VSC); • Ensuring that HE are kept updated on the recruitment and deployment process; • Ensuring that UNV induction session for the newly deployed UN Volunteers is provided within the first week of assignment start;

II. Support in Volunteers Administration and Management

• Track and monitor the contractual status of serving UN Volunteers and ensure proper follow-up with HEs to determine proper action (extension, termination) and record these actions in the UVP; • Support and ensure compliance of exist formalities of volunteers resigning and/or finishing their assignment; • Maintain personal files of UNVs ensuring that all correspondences are properly kept and matters requiring action are brought to the attention of the UNV Country Coordinator; • Provide support to emergency cases involving UN Volunteers and recognized dependents in the country, including cases of medical evacuation, security evacuations or the death of a UN Volunteer; • Provide guidance and ensure that all exit formalities are adhered at end of assignment/ resignation of UN Volunteers • Maintain and regularly update the database for serving volunteers as well as pipeline recruitments; • Maintain inventories of all UNV-supplied, non- expendable equipment, and ensure records of all items purchased for UNV- executed projects are submitted to UNV headquarters; • Maintain general office files and keep information and reference material in a manner that allows easy reference and retrieval;

III. Support in Volunteering Promotion, outreach and social media

• In close coordination with the Portfolio team and Regional Communications Specialist, disseminate promotional information on the mandate and work of UNV in social media channels, • In coordination with the OV team, advocate for developing Online Volunteering opportunities through advocacy engagements and promoting the concept of OV with Host Entities. • Support in promoting Online Volunteering platform and guiding on registration steps. • Support and actively work as team member of the FU in organizing special events of the UNV FU such as UNV annual meetings, International Volunteer Day (IVD), training, workshops, UN Thematic days, and other special meetings; • Support in advocacy and outreach activities by contributing to the production of visibility materials, collecting inputs to publish success stories highlighting UN Volunteer contributions through social media and relevant UNV website; • Perform any other related tasks as may be required or assigned by the supervisor.

•Teamwork: Coordinates and works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

•Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

•Communication: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify and exhibits interest in having two-way communication; Tailors language, tone, style and format to match audience; Demonstrates openness in sharing information and keeping people informed.

•Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

•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;

administration and/or programme support service at the national and/or international level; experience with UN is an asset; • 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;

La mission aura lieu dans la capitale du pays, Dakar, un lieu d'affectation familial (Hardship classification A) avec des missions dans la région. Dakar est une ville vivable. L'accueil et l'hospitalité spontanés des Sénégalais font partie des traits caractéristiques de ce pays d'Afrique de l'Ouest. Les conditions de vie à Dakar sont bonnes, ainsi que l'accès aux services de santé. Le vaccin contre la fièvre jaune est obligatoire et les cartes de vaccination doivent être présentées à l'entrée. Les vaccins contre la méningite à méningocoque et les hépatites A et B sont également recommandés. Les médicaments de base sont disponibles en pharmacie mais il est recommandé d'apporter des médicaments sur ordonnance spécifiques. Selon les estimations officielles de l'ANSD / RGPHAE 2020, la population de la métropole de Dakar atteint plus de 3,9 millions de personnes. La population totale du Sénégal est de 16 705 608 habitants (ANSD 2020). Le Sénégal est situé sur UTC / GMT. Le Sénégal a un climat chaud et des journées ensoleillées tout au long de l'année qui en font un lieu d'affectation confortable. Les températures diurnes avoisinent en moyenne 30 ° C. La saison des pluies se situe dans l’hémisphère nord en été / automne. La devise utilisée au Sénégal est appelée Franc CFA (XOF). Au 1er mars 2021, le taux de change moyen est de 1 USD = 535 913XOF. De nombreux hôtels, restaurants et entreprises au Sénégal acceptent les principales cartes de crédit internationales (Visa, MasterCard, American Express, etc.). Il est également possible de retirer de l'argent sur des distributeurs automatiques de billets présents dans toutes les grandes villes. Les installations d'hébergement sont généralement bonnes et le choix est large. Il est possible de louer des logements non meublés et meublés de 450 à 2000 USD. Les Volontaires des Nations Unies peuvent également louer et partager des logements privés, qui doivent être conformes aux normes minimales de sécurité opérationnelle des logements (MORSS). Le transport en ville peut être facilement organisé grâce aux taxis locaux. Pour entrer au Sénégal, un passeport valide est requis et un test négatif COVID-19. Les ressortissants de la CEDEAO (Communauté économique des États de l'Afrique de l'Ouest) n'ont pas besoin de visa d'entrée. Les ressortissants d'autres pays doivent être détendeurs d'un visa d'entrée ou d'un visa de long séjour. Ils doivent contacter la représentation sénégalaise la plus proche. Les ambassades et consulats sénégalais dans divers pays d'Afrique de l'Ouest et dans d'autres parties du monde délivrent des visas avant le voyage.

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Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: unv.org