Programme Assistant

Details

Mission and objectives

The UN Volunteers China Field Unit, which is administered by the UN Development Programme, oversees all UNV programmes and operations in China to fulfill UNV’s strategic priorities in mobilizing UN Volunteers, integrating volunteerism into UN and national government development initiatives, and advocating for voluntary civic engagement.

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.
Reporting to the Programme and Partnership Specialist, Field Unit, the Programme Assistant provides administrative and operational assistance to the UNV Field Unit, in support of volunteer mobilization and deployment.

Task description

Within the delegated authority by the UNV Regional Portfolio Manager and under the direct supervision of the UNV Programme and Partnership Specialist or his/her designated mandated representative(s), the UNV Programme Assistant will undertake the following tasks：
a) Volunteer mobilization and deployment support:
• Support the Programme and Partnership Specialist and UN partners in advocacy and outreach campaigns, aimed at talent acquisition and/or volunteer mobilization.
• Provide administrative support to UN entities with onsite UN Volunteer and Online Volunteer mobilization.
• Support briefs, meeting notes and analysis of partnerships with UN Entities on volunteer mobilization.
• Provide with general support on recruitment and deployment of all UN Volunteer categories in line with the UNV rules and procedures.
• Support UN entities with information and regular updates on request, recruitment, and deployment of volunteers, addressing their specific requests.
• Support UN entities in the country and candidates to ensure proper submission of documents for volunteer recruitments and deployments.
• In coordination with with UNV Headquarters and, if applicable, UNV Regional Office, assist timely selection and recruitment process in line with UNV rules and procedures.
• Monitor and keep records of the contractual status of all serving UN Volunteers and flag to his/her supervisor follow-up actions on assignment extensions, renewals and replacements.
• Maintain up to date contact records of all serving UN Volunteers, including their recognized dependents.
• Liaise with UNV Headquarters and/or country of recruitment on the logistical and travel arrangements of arriving UN Volunteers and his/her recognized dependents.
• Provide the necessary support to UN Volunteers upon arrival as per the UNV rules and procedures.
• 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.
• Ensure all conditions are met before the payment of final entitlements to UN Volunteers at the end of their assignment
• Assist with UN Volunteers’ exit formalities upon separation.
• Ensure timely reporting by volunteers, i.e. on their satisfaction with assignments (Volunteer Reporting Application – VRA).
• Assist with UN Volunteer induction, onboarding and townhalls.
• In coordination with the OV team, advocate for developing Online Volunteering opportunities through advocacy engagements and promoting the concept of OV with Host Entities.
b) 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 relevant Quantum roles for Field Unit personnel (travels, events, meetings, etc.);
• Provide with administrative support to corporate advocacy campaigns at country level, such as the International Volunteer Day, UN Days, etc., aligned with UNV mandate and agreed with the regional office,
• Ensure regular reporting to the regional office on the duties performed and results achieved.
• Perform other respective duties in line with the scope of the assignment as may be required by the direct supervisor and agreed with the regional office.