Multi-Country Programme Assistant

• Country: Bangkok, Thailand
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: UNV
• Gender: Both 
• Deadline: 2024-01-15

Task description
Within the delegated authority by the Regional Manager in close coordination with the Regional Portfolio Manager and under the direct supervision of the authorized staff member in charge for the countries with no UNV Field Units or his/her designated mandated representative(s), the UNV Multi-Country Programme Assistant will:

Volunteer mobilization and deployment support:

• Support the recruitment, deployment and assignment management of all UN Volunteer modalities;
• Monitor and flag any issues with the files of all UN Volunteers in UVP assigned to the portfolio, ensuring that all correspondence and periodic reports (online) are properly kept, 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 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;
• Ensure full compliance of the request and selection of UN Volunteers by UN entities with relevant UNV rules and procedures;
• Liaise with UNV HQ and/or country of recruitment on the logistical and travel arrangements of arriving UN Volunteers and his/her recognized dependents;
• Facilitate with the UN entities government clearance and entry visas of incoming UN Volunteers and their recognized dependents;
• Provide the necessary advisory support to UN Volunteers upon arrival and onboarding;
• Ensure all conditions are met before the payment of final entitlements to UN Volunteers at the end of their assignment;
• Prepare regular reporting on the progress with recruitment of UN Volunteers;
• Flag to relevant personnel in RO/HQ on the issues by UN entities and UN Volunteers, related to deployment and service;
• Coordinate medical evacuations and emergency responses of UN Volunteers.

UN partnerships building and maintenance support:

• Support strengthening relationships with the UN partners for volunteer mobilization;
• Follow up with UN entities on UNV rules and procedures for request, selection and deployment of UN Volunteers;
• Address UN entities’ questions about management and administration of UN Volunteers;
• Support capacity development of direct supervisors about management and administration of UN Volunteers;
• Flag potential stories and good practices of UN Volunteers’ assignments to the UNV regional office for promotion through media channels;
• Promote and increase Online Volunteer opportunities.

Volunteer satisfaction support:

• Monitor volunteer satisfaction and flag to the regional office about any specific issues, which require regional/HQ support;
• Support arrangements of UN Volunteer townhalls and meetings;
• Assist with addressing individual issues of UN Volunteers.

Administrative and logistical support to the countries:

• 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 in the countries under direct responsibility, except the regional office (backstopping only);
• Maintain general countries’ files and keep information and reference material in a manner that allows easy reference and retrieval;
• Perform relevant roles in Quantum under general coordination of the Regional Portfolio Manager;
• Report to the Regional Portfolio Manager on the progress made and to the Regional Online Volunteer Service Officer about Online Volunteering initiatives in the countries under direct responsibility on a quarterly basis;
• Backstop Regional Administrative Associate upon request.

• Perform other relevant duties as may be required.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Eligibility criteria
Age
27 – 80

Nationality
Candidate must be a national or legal resident of the country of assignment.

Requirements
Required experience
3 years of experience in • Bachelor’s degree in Public or Business Administration, Finance, International Relations or other relevant area;
• At least 3 years of professional work experience at the national and/or international level in office management and administration, programme support, learning administration;
• Experience with volunteer management is an asset, as is experience working in the UN or other international development organization;
• Good skills of office administration and computer literacy;
• Excellent oral and written skills; excellent drafting, formulation, reporting skills;
• Accuracy and professionalism in document production and editing;
• Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development;
• Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;
• Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment;
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;
• Desirable: valid national driver’s license and proven ability to drive manual gear 4×4 over rough terrain;
• Sound security awareness;
• Have affinity with or interest in volunteerism as a mechanism for durable development, and the UN System.

Area(s) of expertise
Administration

Driving license
–

Languages
English, Level: Fluent, Required
Thai, Level: Working knowledge, Required

Required education level
Bachelor degree or equivalent in Business Administration, International Relations, finance

Competencies and values
• Professionalism: demonstrated understanding of operations relevant to UNV; technical capabilities or knowledge relevant or transferrable to UNV procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented;
• Integrity: demonstrate the values and ethical standards of the UN and UNV in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority;
• Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues;
• Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.
• Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities;
• Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups;
• Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary;
• Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNV’s mission and vision, as well as to the UN Core Values.

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