Programme Assistant

Volunteering Programme & Policy Admin Human Resources Logistics & Procurement

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 Units (FU) are mainly accountable for the mobilization and placement of UN Volunteers in UN Agencies, Funds, and Programmes focused on peace, development and humanitarian needs. The UNV Field Units 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.

Reporting to the Programme Analyst (Country Coordinator), Field Unit, the Programme Assistant provides administrative and operational assistance to the UNV Field Unit, in support of volunteer mobilization and deployment.

Within the delegated authority by the UNV Regional Portfolio Manager and under the direct supervision of the UNV Country Coordinator (Programme Analyst) or his/her designated mandated representative(s), the UNV Programme Assistant will:

a) Volunteer mobilization and deployment support:

• Support the Country Coordinator and UN partners in advocacy and outreach campaigns, such as the International Volunteer Day (IVD), presentation of promotional information with Host Entities, local volunteer organizations, etc.; • Support onsite and online volunteer mobilization that increases the number of volunteers; • Assist with recruitment and deployment of all UN Volunteer categories in line with the UNV rules and procedures. • Support UN entities with information and regular updates on recruitment and deployment of volunteers, addressing their specific requests and clarifying UNV rules and procedures; • Make quality assurance to ensure proper submission of documents for volunteer recruitment and deployments by UN entities in the country and candidates; • In coordination with with UNV Headquarters and, if applicable, UNV Regional Office, assist timely selection and recruitment process of volunteers in line with UNV rules and procedures; • Monitor and keep records of the contractual status 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; • Ensure that initial contract documents, beneficiary forms and inventories of personal effects of UN Volunteers are up-to-date, and submitted to UNV Headquarters in a timely manner and in line with UNV rules and procedures; • Liaise with UNV Headquarters and/or country of recruitment on the logistical and travel arrangements of arriving UN Volunteers and his/her recognized dependents; • Provide the necessary support to UN Volunteers upon arrival as per the UNV rules and procedures; • Undertake tasks for local support of UN Volunteers and their recognized dependents in the country, including in the cases of crisis, 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; • Assist with UN Volunteers’ exit formalities; • Ensure timely reporting by volunteers, i.e. on their satisfaction with assignments (Volunteer Reporting Application – VRA); • Support volunteer induction, onboarding and townhalls; • In coordination with the OV team, advocate for Online Volunteering opportunities promoting the concept of OV to UN entities in the country and identifying new opportunities for OV.

b) Administrative and logistical support

• Maintain inventories of all UNIV-supplied, non-expendable equipment, and ensure records of all items purchased for UNIV-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; • Assist with travel arrangements of UNV personnel from HQ and/or regional office to Afghanistan, i.e. visa support, logistics, etc. • Perform relevant Quantum roles for Field Unit personnel (travels, events, meetings, etc.); • Assist with event arrangements (meetings, workshops, etc.), including the International Volunteer Day (IVD), translations and minutes taking; • Contribute to FU reporting in line with corporate and regional rules; • Monitor and remind to the FU management on deadlines and requests from HQ and/or regional office; • Monitor FU budget expenditures and payments and ensure compliance with UNV operational rules and procedures; • Update the regional office and FU management on financial delivery; • Upon request from the regional office, prepare and submit relevant operational reports to the regional office; • Perform other respective duties in line with the assignment as may be required by the direct supervisor.

• Accountability • Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organising • Professionalism • Self-management

administration and/or programme support services, operations; experience with human resources administration is an asset, as is experience working in the UN or other international development organization; • Experience using computers and office software packages (ERP); • Experience in handling of web-based management systems is highly desirable; • Excellent oral and written skills; excellent drafting, formulation, reporting skills; • Accuracy and professionalism in document maintenance; • 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; • Sound security awareness; • Have affinity with or interest in volunteerism as a mechanism for durable development, and the UN system.

This position is open for local applicants and UNV will not provide any accommodation facilities.

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Added 2 hours ago - Updated 1 hour ago - Source: unv.org