Programme Assistant

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.

UNV in the Pacific covers 14 countries and three multi-country offices in Micronesia, Samoa and Fiji.

The UNV Multi-Country Field Unit (FU) in Fiji, which is integrated into the UNDP Pacific Office in Fiji, promotes and advocates for the recognition of volunteerism, and manages UN volunteer assignments in 14 Pacific Island countries: Federated States of Micronesia, Fiji, Kiribati, Nauru, Niue, Palau, Republic of the Marshall Islands, Samoa, Solomon Islands, Tokelau, Tonga, Vanuatu and Cook Islands, Tuvalu. UN Volunteers have supported the development efforts of UN agencies, governments, and civil society actors in the Pacific since 1973.

The UNV FUs are mainly responsible for the mobilization and placement of UN Volunteers in UN Agencies, Funds, and Programmes focused on peace, development and humanitarian needs. The UNV FUs represent and position UNV in the respective countries and bring UNV’s services and solutions closer to its partners from governments, UN entities, civil society and private sector.

Led by a Programme Specialist (Multi-Country Coordinator), the main purpose of this Field Unit is to build and maintain relationships with main partners, and effectively coordinate with the Regional Office and HQ organizational units, on volunteer mobilization, programme implementation, provision of substantive inputs and facilitation of corporate initiatives.

The Programme Assistant works to support the efforts of the Multi-Country Coordinator to increase the UN Volunteer volume in-country, ensure efficient and timely programme operations (financial, procurement, volunteer management support, etc.), assist with duty of care and satisfaction of the UN Volunteers.

Within the delegated authority and under the supervision of the Multi-Country Coordinator or the designated mandated representative(s), the UNV Programme Assistant will: • Maintain required financial information on expenditures to assist his/her supervisor in the preparation of project budgets and subsequent revisions.

• Respond to and liaise with all UN volunteers in the country regarding financial and administrative issues.

• Complete all the relevant and required tasks related to the UNV onboarding and exit at the Unified Volunteer Platform (UVP).

• Maintain volunteer files of all UN volunteers assigned to the country, ensuring that all correspondence and periodic reports (online) are properly kept, and that related matters requiring action are brought to the attention of his/her supervisor.

• Monitor and keep records of the contractual status at the UVP of all serving UN volunteers and flag to his/her supervisor follow-up actions on assignment extensions, renewals and replacements.

• Maintain up to date contact records of all serving UN volunteers, including their recognized dependents.

• Provide the necessary support to UN volunteers to open bank accounts as well as to complete forms required to obtain residence permits, driving license, etc.

• Prepare, when required, in consultation with the supervisor, travel authorization for UN volunteers in connection with their in-country duty-related travel.

• Undertake tasks in the overall management of the UN volunteers and recognized dependents in the country.

• Support the office on orientation sessions, check-in sessions, and monthly meetings for UN Volunteers.

• Provide, when required, in consultation with the supervisor, the necessary support to UN volunteers in the case of serious illness, medical evacuation, security evacuations or the death of a UN volunteer.

• Ensure all conditions are met before the payment of final entitlements to UN volunteers at the end of their assignment.

• 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.

• Draft and type correspondence, including memoranda and notes for the file.

• Maintain proper general office files and document information well.

• Perform duties such as photocopying, collection and distribution of incoming mail, dispatching outgoing mail, locating files, etc.

• Support the Multi-Country Coordinator in addressing questions of UN Volunteers and the UN partners as well as ensuring greatest level of satisfaction to them in terms of performance.

• Support the Multi-Country Coordinator in projecting volunteer mobilization and analyzing the mobilization patterns and trends to identify avenues for further UNV mobilization.

• Effective and efficient support of the Multi-Country Coordinator and UN partners in advocacy and outreach campaigns (International Volunteers Day/IVD, presentation of promotional information with Host Entities, local volunteer organizations, etc.). • Timely provision of information and data related to volunteer management, UNV field office assets, finance/procurement and administrative inputs required for UNV’s corporate exercises.

• Support onsite and online volunteer mobilization that increases the number of volunteers in the respective country.

• Effective and efficient support in the Volunteer Management Cycle in cooperation with Volunteer Service Center (VSC) (talent sources compilation, initial onboarding, monitoring contractual status, logistical arrangements, medical and security evacuations if applicable, end of assignment formalities).

• Conduct advocacy and outreach programmes on UNV to expand the national talent pool as well as to advocate for the Online Volunteers (OV).

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

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.

· Accountability · Adaptability and flexibility

· Professionalism

· Integrity

· Planning and organising

· Teamwork and respect for diversity

· Commitment to continuous learning

· Self-management

· Volunteer Management, administration, partnerships development, or other relevant programmes; experience with human resources management is an asset, as is experience working in the UN or other international development organization;

· 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 Microsoft Office applications (Excel, Word, among others), email, and 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;

· Sound security awareness;

· Have affinity with or interest in volunteerism as a mechanism for durable development, and the UN system.

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

UN Volunteer entitlements and allowances:

The purpose of allowances for UN Volunteers is to enable them to sustain a modest and secure standard of living at the duty station. The allowances are in no way to be understood as a compensation, reward or salary in exchange for the volunteer work.

Monthly Living Allowance: FJD 2086.94

Entry Lump Sum: USD 400

Medical and life insurance (Cigna)

Leave entitlements (annual leave, sick leave, learning leave, maternity/ paternity leave – details can be found in the Conditions of Service: https://explore.unv.org/cos)

Access to UNV's learning and career development resources

Exit Lump Sum: FJD 173.91 for each month served, paid on completion of contract