Operations Associate

The External Relations and Communications Section (ERCS) builds and nurtures corporate donor relations, strategically leads the donor resource mobilization efforts and conducts coherent communications efforts to highlight the value of volunteerism for peace and development and the contributions of UNV and UN Volunteers. 

The External Relations team is in charge of leading and coordinating UNV’s resource mobilization (Full Funding and Special Voluntary Fund) across the entire organization and the team is based in Germany (UNV Headquarters), China, Japan and Kazakhstan.

Reporting to the Partnership Development Specialist, External Relations and Communications Section, the Operations Associate, Volunteer Management – Full Funding provides administration servicesfor fully-funded UN Volunteers. She/he also contributes to focused outreach efforts to strengthen partnerships with Full Funding (FF) programme and the Special Voluntary Fund (SVF) including partner and donors services. the incumbent works in close collaboration with the Volunteer Services Centre, the Volunteer Solution Section, the Financial Resources Management Section, the Executive Office, the New York Office and with Regional Offices and Field Units to best address coordinate the assignments of Full Funding UN Volunteers, including the partners and donors’ needs. She/he promotes a collaborative, client-oriented approach and supports the maintenance of high-quality service delivery and client satisfaction.   

Duties and Responsibilities:

Provision of of Full Funding programme coordination services: 

• Coordinate with Regional Offices and Field Units the development of the Descriptions of Assignments in line with the requirements of donors;
• As required, act as an interface between ERCS and the donors on issues related to recruitment and volunteer management;
• Closely monitor FF assignments development and provide specific information to donors upon request;
• Guide UN Volunteers and UNV’s managers on Conditions of Service, as well as on the volunteer management cycle, and specific requirements of the FF programme, and prepare relevant briefs, statistics and guidance notes, as required;
• Contribute to the improvement of workflows identifying bottlenecks and proposing solutions to streamline processes. Alert on deficiencies or risks and escalate related issues to direct supervisor’s consideration;
• Liaise with Regional Offices and Field Units to look into special situations and to follow up on FF assignments.  Provide guidance on applicable regulations, rules and policies to ensure full compliance with accountability framework;
• Provide support to developing and regularly adjusting Special Operation Procedures (SOPs) to facilitate compliance with FF donors’ reporting requirements.

FF donors’ coordination and relationship management support:

• Act as the donor focal point partner for the implementation of the FF agreements. In this regard, the incumbent works in close collaboration with the Volunteer Services Centre, the Volunteer Solution Section, the Executive Office, the Financial Resources Management Section, the New York Office and with Regional Offices and Field Units to best address coordinate the assignments of Full Funding UN Volunteers.;
• Prepare individual volunteer reports and annual reports for the submission to FF donors;
• Closely work with the Finance Unit on the management of the project budgets and suggest adjustments based on FF volunteer activities;
• Monitor budgets in line with specific donor priorities and plan for the best utilization of the funds;
• Liaise with other team members in the Volunteer Services Centre, the Volunteer Solution Section, Executive Office, Financial Resources Management Section, the New York Office and Regional Offices and Field Units to keep abreast of evolving demand for international UN Volunteers, with specific focus on FF programme needs;
• Provide administrative support to the preparation of FF/SVF donor partnership arrangements and in preparation of partnerships survey, in close coordination based on specific inputs and experience gained from volunteer management support services;
• Prepare and disseminate information and reports related to FF UN Volunteers as required;
• Contribute to update and maintain the donor intelligence database related to FF Programme.
• Contribute to outreach and resource mobilisation efforts in Full Funding and Special Volunteer Fund (SVF) to strengthen UNV’s partnerships by compiling lessons learned, presentations, briefs and analysis of partnership trends.
• Participate in the drafting of FF and SVF resource mobilization tools and keeping updated partnerships’ monitoring tools and mechanisms.

Facilitation of knowledge building and knowledge sharing:

• Provide inputs to the design of training materials and corporate activities towards building the recruitment capacity of colleagues at the regional and country level;
• Synthesize lessons learnt and best practices in recruitment and deployment services of FF UN Volunteers to leverage client satisfaction;
• Make contributions to knowledge networks and communities of practice;
• Provide inputs and feedback for the improvement of IT support systems and related processes that enable the timely management and fielding of FF assignments and quality delivery.

Required Skills and Experience:

Education:

• Secondary education with technical training in business administration, human resources or related areas is required
• University degree in human resources, business or public administration is desirable, but it is not a requirement.

Experience:

• Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree)of relevant experience in personnel and business processes management;
• Knowledge of the conditions of service of the UN Common System or of international organizations is an asset.
• Fluency in English.
• Proficiency in another official UN language is an asset.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/23189