Programme Assistant

Mid Senior Leadership Programme & Policy

Overview

Provide administrative and operational assistance for volunteer mobilization.

You have:

• Secondary education is required.
• University Degree in Business Administration, Public Administration, or related field will be given due consideration, but it is not a requirement.
• Certification in administration, accounting or finance is desirable.
• Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience in administration and/or programme support services.
• Experience using computers and office software packages (ERP, MS Word, Excel, PowerPoint, etc.) is required.
• Experience in handling of web-based management systems is highly desirable.
• Experience in records management, keeping track of organizational records and/or information.
• Fluency in Arabic and English.

Contract

This is a NPSA-5 contract. This kind of contract is known as National Personnel Services Agreement. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about NPSA-5 contracts.

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The UNV Field Units (FU) are 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 UN entities, volunteer involving organization's and recruitment partners from governments, civil society organizations, academia, and private sector.

Under the supervision of the Programme Analyst, the Programme Assistant provides administrative and operational assistance in the UNV Field Unit in Yemen in support of onsite and online volunteer mobilization, assignments management and talent acquisition.

Scope of Work

1. Support to volunteer mobilization and deployment

• Support onsite and online volunteer mobilization through timely initiation of/follow-up on volunteer recruitment in UNV Unified Volunteering Platform, and through sharing proforma costs upon request and supporting connections with the Programme Analyst on potential specific/new demands. • Support the entry on duty and assignment management of UN Volunteers including follow-up on contracts nearing end dates. • Support the Field Unit Talent Acquisition efforts informed by Regional and Corporate strategies and action plans. • Assist on the logistical and travel arrangements of International UN Volunteers in duty station attending UNV workshops abroad. • Undertake tasks for the local support of the UN Volunteers and recognized dependents in the country including in the cases of medical evacuation, security evacuations or the death of a UN Volunteer. • Assist UNV HQ in ensuring all conditions are met before the payment of final entitlements to UN Volunteers at the end of their assignment. • In consultation with the Online Volunteering (OV) Programme Associate in the Regional Office, act as a focal point for online volunteers and accreditation of OV service organizations, focusing on supporting host entities with developing OV opportunities through advocacy engagements and promoting the concept of OV.

2. Administrative and logistical support

• Maintain inventories of all UNV-supplied, non-expendable equipment. • Initiate and follow-up on procurement requests of the Field Unit. • Prepare payment files and submit payment requests, ensure that all payments are processed in collaboration with UNDP. • Perform other administrative duties as may be required.

3. Institutional Arrangement

The Programme Assistant is part of the UNV Regional Office for the Arab States team and works in collaboration and under the direct supervision of the Programme Analyst for the Field Unit in Yemen.

Core Competencies

Achieve Results

• Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively

• Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously

• Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility

• Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination

• Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

• Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

• Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Knowledge Generation

• Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.

  Working with Evidence and Data

• Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making

Communication

• Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Documents and records management

• Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

  Required Skills and Experience

  Education:

• Secondary education is required; • University Degree in Business Administration, Public Administration, or related field will be given due consideration, but it is not a requirement. • Certification in administration, accounting or finance is desirable.

Experience:

• Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience in administration and/or programme support services;
• Experience using computers and office software packages (ERP, MS Word, Excel, PowerPoint, etc.) is required;
• Experience in handling of web-based management systems is highly desirable;
• Experience in records management, keeping track of organizational records and/or information;
• Experience in meeting coordination: scheduling meetings, preparing agendas, taking minutes, and distributing follow-up actions;

• Fluency in Arabic and English;

  Disclaimer

• Only short-listed applicants will be contacted.

• The successful candidate will hold a UNDP letter of appointment.

• This post is for local recruitment only. It is open to citizens of Yemen. All travel, interview and relocation costs, if any, incurred to take up an appointment at the duty station in Sanaa are at the expense of the applicant.

  Important information for US Permanent Residents ('Green Card' holders)

  Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

  UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

  Applicant information about UNDP rosters

  Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

  Non-discrimination

  UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

  UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

  Scam warning

  The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: jobs.undp.org