UNV Support Officer

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.

UNV Support Office provides day to day operational support to the UN Volunteers and hiring sections/offices in United Nations Mission in South Sudan (UNMISS, hereinafter referred as UNMISS or Mission), with 450 approved positions across South Sudan and 1 position in Entebbe, Uganda. Reporting directly to the UNV Programme Manager, the incumbent will be in charge of the recruitment and management support for currently serving UN Volunteers, while act as backstopping person when other colleagues are on leave.

Under the direct supervision of the UNV Programme Manager, the UN Volunteer will undertake the following tasks:

Recruitment Support • Maintain an up-to-date record of approved posts in UNMISS, vacancy and occupancy rates and provide timely reports on UN Volunteers related data; • Liaise with hiring managers/sections to ensure submission of recruitment requests and related documentation; • Review and validate Description of Assignment (DoA) to ensure its coherence, accuracy, consistency of tasks and requirements; • Ensure publishing of UNV assignment opportunities online and contribute to identification and mobilization of candidates if needed; • Coordinate with sections to conduct interviews, review selection documents and submit to UNV HQs for further onboarding process. • Review and process the reassignment/ post movement request from the hiring sections for mission approval, and update in UVP for UNV HQ’s processing. • Provide guidance and support to the serving UN Volunteers with their home visit requests and enquiries, and review/process the reimbursement requests where the home visit lump sum is lower than the actual air ticket cost. • Initiate and monitor the Volunteer Performance Assessment (VPA) process, to maintain the tracker and ensure timely submission of completed and correct VPA documents. • Review and process the regular and ad-hoc contract extensions on timely manner, and obtain the necessary approvals/endorsements before submitting the request in Unified Volunteer Platform (UVP). • Organize webinars on periodic basis to guide serving UN Volunteers on the benefits and entitlements, and provide timely and accurate assistance and actions to the UN Volunteers.

Onboarding Support (Backstopping) • Liaise with the recruitment colleagues in UNMISS UNV Support Office and UNV HQ, as well as UNMISS hiring sections/offices on the onboarding request and scheduling, taking into consideration the Mission approved occupancy rate; • Liaise with the VISA unit and candidates to facilitate the entry approval application process; • Liaise with UNV HQ to arrange travel, pre-departure entitlement and ensure candidates to complete all the necessary tasks in UVP (United Volunteering Platform) including contract issuance; • Liaise with UN Volunteer Focal Points in the UNISS Field Offices across the country to get connected with representatives and UN Volunteers and help receive information and advice for smooth onboarding and settle in; • Coordinate onboarding of new arrivals with reception team, camp management unit for airport reception, transit accommodation assigning and issuance of UNMISS ID card; • Coordinate with Umoja (global Enterprise Resources Planning solution of the United Nations) Index and BP (Business Partner) numbers creation focal person to ensure Index and BP numbers are generated timely according to the scheduled arrival of new UN Volunteers; • Check-in new arrivals in different system such as FSS (Field Support Suite) and UVP and ensure that they are hired in the system timely and accurately; • Maintain and update efficient induction resources and conduct induction for new arrivals prior to joining their section/duty station.

Administrative and Other Support • Ensure all UN Volunteer files and records are complete, updated and consolidated, both online and offline, while maintaining confidentiality; • Plan and organize various office meetings including townhall meetings with UNMISS UN Volunteers, take minutes during the meetings and maintain records of the minutes when needed; • Conduct monitoring visits to field locations of the Mission where UN Volunteers are deployed to provide assistance and guidance in person; • Verify and approve leave management in the system and provide advice to UN Volunteers on leave management; • Provide guidance and client-oriented advice, in consultation with the Programme Manager, to UN Volunteers on Unified Conditions of Service (UCOS), Internal Circulars and other documents on policies and procedures within the mission area; • Assist in submitting requests for replenishment of Service Clearing Account; • Actively promote the Volunteer Reporting System (VRA) and encourage UNVs to complete VRA on yearly basis. • Perform any other related tasks as may be required or assigned by the supervisor as well as according to periodic workflow/workload reviews of the UNV Support Office.

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

HR and/or administrative field is required at the national or international level;

Strong client orientation and willingness to serve in a hardship duty station;

Familiarity with UNV, UNDP and/or other United Nations entities recruitment process is desirable;

Prior serving experience in the Peacekeeping and/or Political Missions is desirable;

Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web-based management systems;

Experience in UN corporate HR management systems like Atlas, Quantum, Umoja as well as customer relationship management software and applications a strong asset;

Good interpersonal communication skills.

Living conditions vary between UNMISS duty stations. Each duty station where UNMISS has a field presence has basic residential camp facilities, which includes running water and electricity. Candidates should be aware that accommodation may be austere with the possibility of water shortages and power blackouts. On arrival in Juba accommodation will be on a share basis. Ablutions will also be shared. As the accommodation situation improves single unit accommodation, with an attached ablution, should become available in all locations. Hard wall accommodation is available in Juba.

All UNMISS duty stations apart from Entebbe, Uganda are considered non - family duty stations. The security level of UNMISS duty stations is classified by the UN Department of Safety and Security (UNDSS) who will brief on arrival. A number of locations in South Sudan are prone to conflict.

Primary health care services (preventive and curative) are provided in 11 United Nations Owned Equipment (UNOE) Level-I clinics, 21 Contingent Owned Equipment (COE) Level-I clinics, 4 COE Level-II medical facilities within the mission area and the establishment of contractual agreements for Level-III and Level-IIII care outside the mission area. The 4 Level-II facilities available in Juba, Bor, Malakal and Wau, run by the Troop Contributing Countries (TCC), take referrals from the Level-I clinics and provide hospital-based care.

The climate is tropical with a rainy season in many areas, which should normally span from around April to October. Ability to live and work in difficult and harsh conditions is essential.