ABOUT THE COMPANY:

The United Nations Volunteers (UNV) programme contributes to peace and development through volunteerism worldwide. We work with partners to integrate qualified, highly motivated and well supported UN Volunteers into development programming and promote the value and global recognition of volunteerism. UNV is administered by the United Nations Development Programme (UNDP) and reports to the UNDP/UNFPA/UNOPS Executive Board.

• Provide administrative, financial, and operational services to the Regional Office in line with the organization’s systems and relevant rules and procedures;
• Establish accruals and maintain an internal expenditures control system to ensure that RO payments processed are matched and completed, transactions are correctly recorded and posted in the ERP system, and travel claims are duly processed;
• Ensure that the expenses are in line with the authorized chart of accounts (Quantum GL/PPM segments).

  Monitor unusual invoice/PO/travel related transactions and escalate to UNV HQ (FRMS/PTAU) for corrective actions;

• Keep a suitable filing system for finance records, and documents;
• Prepare routine correspondence and reports, in accordance with standard internal procedures; 
• Support the Regional Manager in the preparation, oversight, and maintenance of the RO’s budget, including allocations to Field Units (FU) such as VPI, FUMT, Equipment RO learning budget and other dedicated funds allocated to the RO;
• Maintain administrative control records such as commitments and expenditures.

  Ensure accounts payable are kept up to date.

  Prepare system-driven reports as required;

• Support with protocol matters, registration of staff, coordination with local authorities, space management for special events and other administrative and logistical matters;
• Organize and prepare agendas and minutes of RO meetings and track follow-up, as requested by the Regional Manager;
• Maintain and classify general office files and keep information and reference material in a manner that allows easy reference and retrieval.  Collect and distribute incoming and outgoing mail, as applicable, and maintain accurate tracking;
• Act as absence management focal point and leave monitor for the RO personnel;
• Temporarily support FUs on administrative and logistical matters during times of absence or sickness of respective colleagues at FU level, as agreed with the Regional Manager.
• Support the RO with recruitment and other administrative needs of volunteers for countries without FUs, as requested;

• Contribute to the development of procurement plan of the RO and the monitoring of its implementation;
• Initiate and assist in procurement processes by preparing requisitions and other documents checking their completeness and authorization/ review documentary support to ensure that specifications, budget provisions and all other requirements are in order; follow up on the creation and approval of purchase orders; follow up and place receipts in the ERP system after goods/services have been received or rendered and upon delegation by Project Manager;
• Support UNV HQ and UNDP Regional Bureau and Country Offices’ asset focal points on asset management, collecting, maintaining, and consolidating records of UNV assets located in Regional Offices and Field Units to ensure data in the ERP system is correct;
• Act as administrative and logistical focal point for the regional office of RO-led workshops, retreats and other events including financial budgeting, identification of service providers, procurement needs and initiates procurement action.

3.

Support travel management processes 

• Process travel requests in the ERP system (UNall/Quantum), as per relevant procedures (from initial request to reporting).

  Ensure availability of budget according to Chart of Account as well as competitive price from travel provider as per applicable rules and procedures of the organization; 

• Provide information to staff on travel, including entitlements, travel route and hotel arrangement. Support arrangements for security clearance when required;
• Process travel authorizations – including timely follow-up action on security clearances – and travel claims in a timely manner and as per travel entitlements for staff, consultants, meeting participants to RO events, etc., ensuring that travel arrangements follow UNDP rules and regulations and related travel policies;
• Monitor and keep track record of the travel requests and expense reports from the RO and FU personnel and take corrective actions when needed; 
• Process requests for visas for all UNV travelers, as well as hotel reservations, and requests for Resident Permit and Diplomatic Identification Card for international staff.

  Process applications and renewals of UN Laissez-Passer for UNV staff.

4.

Promote knowledge building and knowledge sharing in the relevant area

• Prepare reports synthesizing lessons learnt and good practices as it relates to support to admin/finance coordination at RO level;
• Provide sound contributions to knowledge networks and communities of practice;
• Provide Coaching and training of other staff that are assisting office management activities.

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

Digital Awareness and Literacy

• Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed

Customer Satisfaction/Client Management

– Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.  
– Ability to anticipate client’s upcoming needs and concerns. 
– Provide inputs to the development of customer service strategy. 
– Look for ways to add value beyond clients’ immediate requests.

Knowledge Generation 

• Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

Documents and records management

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

Travel policy and procedures

• Knowledge of travel policy and procedures, ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters

Budget management

• Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Procurement Management

• The ability to acquire goods, services or works from an outside external source