Programme/Admin Officer

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UNV - United Nations Volunteers

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Application deadline 1 month ago: Friday 23 Dec 2022 at 00:00 UTC

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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.

Within the delegated authority and under the supervision of UNV Country Coordinator or his/her designated mandated representative(s), the UNV Programme/Admin Officer 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;

Addis Ababa (meaning New flower) the capital and largest city of Ethiopia is the duty station of the assignment. With a population of about 4.8 million, it is situated at 2,355m above sea level (it is advisable to take precautionary measures to avoid some health problems that might occur because of high altitude). With an average high-temperature of 20°C (68°F) and an average low-temperature of 10°C (53.6°F), days are mild to warm year-round with cooler nights (Warm dressing including cardigans/warm jackets is advised). March-April is the small rainy season while mid-June to September is the peak rainy season. The time zone in Ethiopia is East Africa Time (EAT) (UTC+03). Getting to Addis Ababa is easy as Ethiopia has the oldest Ethiopian Airlines (Ethiopian) which is the flag carrier of Ethiopia. During the past seventy plus years, Ethiopian has become one of the continent's leading carriers, unrivalled in Africa for efficiency and operational success, turning profits for almost all the years of its existence. Ethiopian currently serves 100 international and 21 domestic destinations operating the newest and youngest fleet.

Addis Ababa is often referred to as the diplomatic city as it is the seat of the Head Quarters for both the African Union (previously the Organisation of African Unity) and the UNECA (including other programmes and agencies of the UN) as well as various Continental and International organisations and Embassies. While searching for a home, visitors have many options for temporary accommodations such as high to mid-end hotels, luxury apartments and guest houses. The city has many International and national hotels and restaurants boasting a wide variety of cuisines, several museums and recreational parks and malls. Depending on family needs, there about 10 international schools. Over 12 National banks cater to local and expatriate residents. The commercial bank in ECA caters for banking services for international staff.

Ethiopian culture is conservative with a majority of Orthodox Christians, followed my Muslims and Protestants. It is important to be polite and respectful. Dress code should be on the formal side in the city during work hours and moderately conservative after work hours. Alcohol is allowed in the country.

There are recurrent cases of water borne diseases (Typhoid, Amoeba, Acute Watery Diarrhea) among others that occur from time to time, but this is very much dependent on personal hygiene. Malaria is present in the country but limited to the low land areas of the south where the altitude is below 2000m. This is not the case with Addis Ababa. Infectious diseases like measles, hepatitis A, B, and C, meningitis, HIV are also common and depend on the risky behavior practiced without adequate protection for some of the diseases. Health care facilities in Addis Ababa are reasonable for basic care of minor health problems, elsewhere health care facilities are extremely poor. The United Nations Health Care Center is an outpatient health care facility located in the UNECA compound for staff and their dependents. Visitors to Ethiopia should be in possession of a valid health certificate for yellow fever. Vaccination against cholera is also required for any person who has visited or transited a cholera-infected area within six days prior to arrival in the country.

Ethiopia is a culturally diverse and unique country. It 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 and work in harsh and potentially hazardous conditions, involving physical hardship and little comfort, are essential.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.

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