Programme Support Assistant

Volunteering

Overview

Support CSMT with operations, webinars, and administration tasks.

You have:

• Bachelor degree or equivalent in communications, journalism, media, public policy, business or another relevant field, required.
• 2 years of administrative and operational management experience required.
• Demonstrated client-facing roles and strong communication skills required.
• Experience in digital communications required.
• Fluent in English mandatory.
• Demonstrated experience in using the MS Office 365 Suite required.
• Experience facilitating Zoom Webinars is desirable.
• Understanding of crisis response, the humanitarian system and development is desirable.
• Networking and partnership development skills are desirable.

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

Eligibility criteria

Minimum age: 25 years old. Nationals of the country of assignment are not eligible, except the assignments in Headquarters duty stations.

Description of task

The Programme Support Volunteer will:

• Process and support operations and travel logistics for the CSMT
• Coordinate, host, and manage the day-to-day organization of the UNDP Webinar series
• Provide administrative support to CSMT

Process and support operations and travel logistics for the CSMT

• Manage virtual or in-person (when relevant) logistics for set-up, execution of events and meetings for the CSMT
• Liase closely with a UNDP-contracted travel agent and follow-up to ensure that all funded participants receive airfare and DSA, and required visas, well in advance of meeting/mission dates; coordinate and facilitate changes and/or emergency provisions between the traveler and travel agent;
• Process travel claims (F10/ER) of all above-mentioned UNDP and non-UNDP travelers;
• Follow-up with HQ operations and travel support units to ensure that approvals of all related requisitions, POs and vouchers from HQ, RH and Country Offices are issued in a timely basis,
• Maintain an updated and shareable mission plan in the relevant corporate format
• Maintain an updated Travel Finances Tracking table
• Provide other Operations support as needed

Coordinate, host, and manage the day-to-day organization of the UNDP Webinar series

• Identify future webinar topics
• Facilitate communications between all webinar guests and moderators through Email and Microsoft Teams
• Manage the webinar calendar
• Organize and run all webinar prep calls
• Assist all webinar guests with any and all questions they have
• Act as host for each webinar on Zoom
• Run all presentations and visuals when applicable
• Facilitate the Zoom chat box during the webinar
• Manage all audio/visual settings during the webinar
• Record each webinar
• Prepare weekly and individual banners
• Create calendar invitations
• Design and send all promotional Mailchimp emails
• Publish banners and announcements on Microsoft Teams
• Upload videos to all libraries in a timely manner after each webinar
• Publish the recording, the ppt and other resources on Microsoft Teams
• Prepare the Q&A from the chatbot to be shared with the presenters
• Write thank you email to all presenters
• Aid in the evolution of the UNDP COVID-19 Webinar as it becomes a permanent knowledge-sharing tool within the UNDP; Work with the Head of CSMT to strategize and implement new aspects of the webinar as it evolves into a new form within the Communities of Practice within UNDP

Provide administrative support to CSMT

• Liaise with the ICT for email creation requests (follow-up, troubleshooting, etc)
• Produce and distribute NTFs, memos, minutes of meetings related to procurement process or any other related processes;
• Coordinate the participants lists for trainings and workshops organized by the SURGE Academy: send registration form, follow up for submission of documents registration, draft Invitation Letters and Release Agreements for SURGE advisors, follow up the signature process, etc
• Electronically file all relevant documents in Sharepoint/MS Teams libraries
• Set up meetings and calendar invites for the CSMT
• Support the internal communication in the team and prepare minutes of the meeting and share with the team

Qualifications/Requirements

Required degree level:

Bachelor degree or equivalent

Education - Additional Comments:

Education -: At least bachelor’s degree in communications, journalism, media, public policy, business or another relevant field, required.

Required experience:

24 Months

Experience remark:

REQUIRED:

• 2 years of administrative and operational management experience
• Demonstrated client-facing roles and strong communication skills (required)

• Experience in digital communications; (required)

• Expertise in leveraging internal communication tools to promote events and build brands

• Demonstrated experience in using the MS Office 365 Suite

DESIRABLES:

Experience facilitating Zoom Webinars

Understanding of crisis response, the humanitarian system and development

Demonstrated experience in developing, producing, and editing videos, infographics, infomercials, interviews, and other similar communications products.

Networking and partnership development skills

Language skills:

• English(Mandatory), Level - Fluent

Area of expertise:

Administration and administrative assistance

Area of expertise details:

• 2 years of administrative and operational management experience
• Demonstrated client-facing roles and strong communication skills (required)

• Experience in digital communications; (required)

• Expertise in leveraging internal communication tools to promote events and build brands

• Demonstrated experience in using the MS Office 365 Suite

Driving license:

No

Competencies values:

Communication, Ethics and Values, Integrity, Knowledge Sharing, Professionalism, Respect for Diversity, Self-Management, Working in Teams

Application procedure:

* Not yet registered in the UNV Talent Pool?

First register your profile at https://vmam.unv.org/candidate/signup.

Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool?

First update your profile at https://vmam.unv.org/candidate/profile.

Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to apply.

Application deadline: 20 December 2020

Apply now

Potential interview questions

Added 5 years ago - Updated 1 year ago - Source: unv.org