Programme Assistant

Details

Mission and objectives

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. Read more about the added value of UNV, UN Volunteers and volunteerism.

Context

The UNV Field Units (FU) are mainly 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 governments, UN entities, civil society, and private sector.

Task description

Under the supervision of the Programme Analyst, the Programme Assistant provides administrative and operational assistance in the UNV Field Unit, in support of volunteer mobilization and deployment. She/he will:
• Volunteer mobilization and deployment support.
• Effectively and efficiently support of the Country Coordinator and UN partners in advocacy and outreach campaigns, such as the International Volunteer Day (IVD), presentation of promotional information with Host Entities, local volunteer organizations, etc.
• Support onsite and online volunteer mobilization that increases the number of volunteers.
• In consultation with the Online Volunteering (OV) Programme Assistant in the respective 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.
• Support the deployment and assignment management of all UN Volunteer modalities; Support the recruitment of national UN Volunteers, including updating and maintaining a national UN Volunteers local candidate talent pool in coordination with the Volunteer Services Centre (VSC).
• Maintain files of all UN Volunteers assigned to the country, ensuring that all correspondence and periodic reports are properly kept in the respective volunteer management platform, and that related matters requiring action are brought to the attention of his/her supervisor.
• Monitor and keep records of the contractual status of all serving UN Volunteers and flag to VSC follow-up actions; Maintain up-to-date volunteer leave records and ensure that all UN Volunteers manage absences as per the UN Volunteer Conditions of Service.
• Maintain up to date contact records of all serving UN Volunteers, including their recognized dependents.
• Ensure that initial contract documents, beneficiary forms and inventories of personal effects of UN Volunteers are up-to-date, and submitted to UNV headquarters, VSC (through the respective volunteer management platform) in a timely manner, in accordance with the relevant provisions included in the UN Security Handbook as well as in the UN Volunteer Conditions of Service.
• Assist on the logistical and travel arrangements of arriving UN Volunteers and his/her recognized dependents.
• Facilitate government clearance and entry visas of incoming UN Volunteers and their recognized dependents.
• Provide the necessary support to UN Volunteers upon arrival, to open bank accounts as well as to complete forms required to obtain visas, residence permits, etc.
• 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. Administrative and logistical support Maintain inventories of all UNV-supplied, non-expendable equipment, and ensure records of all items purchased for UNV-executed projects are submitted to UNV headquarters.
• Maintain general office files and keep information and reference material in a manner that allows easy reference and retrieval.
• Perform other administrative duties as may be required.