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 https://www.unv.org/Added-value-UNV-UN-Volunteers-and-volunteerism.

Context

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 active in around 130 countries every year. With field presence in over 80 countries, UNV is represented worldwide. UNV has a staff of around 150 at its headquarters in Bonn Germany and manages over 8,000 volunteer assignments in the field annually. UNV’s six Regional Offices advance partnerships and opportunities for the mobilization of UN Volunteers at the regional level in support of the UN system, as well as to widen spaces at the regional level for volunteerism as a form of civic engagement.
The ROLAC Regional Office operates in all countries in Latin America and the Caribbean and hosts more than 1,000 Volunteers every year.
In close coordination with the Country Coordinator, the Programme Assistant will play a pivotal role in facilitating the smooth operation of UNV Field Unit in Brazil

Task description

Under the direct supervision of UNV Country Coordinator, the National UN Volunteer Specialist will support the UNV Field Unit throughout the volunteer management cycle to ensure effective identification, selection, deployment, on-boarding, learning, contract management and reporting of UN Volunteers in Brazil. She/He will also support outreach and communication. The main tasks include:
Volunteer recruitment and management.
• Support organizing UN Volunteer deployment and management;
• Effective and efficient support of the FU (Field Unit) and UN partners in advocacy and outreach campaigns, presentation of promotional information with Host Entities, local volunteer organizations, etc
• Support translation of documents, such as DOA (Description of Assignment) , as required.
• Assist in the monitoring, follow-up, accompaniment and execution of administrative and operational activities related to the management of UN volunteers for UNS agencies, funds and programs.
• Support candidate profiles’ creation in UVP (Unified Volunteer Platform), and candidate applications, if required.
• Support selected candidates and UN Volunteers to fill and upload required documents in UVP; (education credentials, identity information, beneficiary form, banking information etc.)
• Support host entities assessing candidates: assist in preparation of desk review, scheduling written test and interview, support creation of database of selected candidates, etc.);
• Monitor and accompany the processes managed by the Service Center (UNV headquarters) for the recruitment and management of UN volunteers; given the coincidence in language and time, for cases that require immediacy;
• Assist on the logistical and travel arrangements of arriving UN Volunteers and his/her recognized dependents;
• Assist in planning and preparation of the on-boarding and learning of UN Volunteers;
• Maintain fluid communication with UN volunteers, counterparts (partners, Government and UN agencies, funds and Programmes-AFP’s), sending them the requested information.
• Monitor and keep records of the contractual status of all serving UN Volunteers and flag to VSC follow-up actions;
• Contribute to keep track of contract expirations and assist in following-up on requests of contract extensions.
• Undertake tasks for the support of the UN Volunteers and recognized dependents in the assigned 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;
• Support organization of UN Volunteer meetings and activities, induction of supervisors, etc.
• Related tasks, whenever requested
Talent outreach
• Upon request of Country Coordinator support the promotion and launch of targeted calls for applications, including advertisement in specialized networks, local websites, newspapers and other social media platforms, as applicable;
• Upon request of Country Coordinator, and in coordination with The Regional Office and the Talent Acquisition Team, support development of specialized/ tailored talent pools.
• Support planning and implementing outreach activities.
Information, Communication and knowledge management
• Collaborate in the management of internal and external communication of the program.
• Keep abreast of best practices in institutional Volunteer solutions and Volunteer management.
• In close collaboration with the Regional Office and Communications Section at UNV HQ, assist in capturing lessons learnt and Volunteer stories to be shared with UNV and host entity.
• Support preparation of specific promotional information on the mandate and work of UNV in the country, in close coordination with the Regional Office and the Communications Section at UNV HQ.
• Contribute to building and maintaining UNV social media through content planning and content management,
• Support the processes of disseminating calls and attracting talent from the field;
• Assist in producing graphic design content for social media, such as fact graphs, info graphs, and other documents that require simple design.
Daily management of the UNV Field Unit
• Support implementation of UNV annual work plan in the country.
• Liaise with UNDP Country Office to ensure the provision of administrative support;
• Provide logistical and administrative support in the required procurement processes.
• Support planning and coordinating activities and events, in collaboration with other agencies, for annual, national and international celebrations recognized by the United Nations, including International Volunteer Day (IVD);
• Represent the program in interagency spaces and groups when required and identify new opportunities to mobilize volunteers.
• Any other related tasks as may be required or assigned by the supervisor. Fill in the duties for the assignment. Add additional tasks as necessary given local context.