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Coordination Assistant, Representative Office


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Job Description


Coordination Assistant, Representative Office

  • Country: Ukraine
  • Organization: UNV
  • Deadline:  2023-11-20
  • No of Vacancies: N/A
  • General
    Description of assignment title
    Coordination Assistant, Representative Office
  • Assignment country
  • Expected start date
  • Sustainable Development Goal
    5. Gender equality
  • Volunteer category
    National UN Volunteer Specialist
  • Host entity
  • Type
  • Duration
    12 months
    (with possibility of extension)
  • Number of assignments
  • Duty stations

Mission and objectives
The UNFPA, United Nations Population Fund, promotes gender equality, reproductive health, youth empowerment. The organization was created in 1969, the same year the UN General Assembly declared “parents have the exclusive right to determine freely and responsibly the number and spacing of their children”. Together with partners, UNFPA works in 150 countries, and in Ukraine since 1997. Our mission is to deliver a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.

UNFPA in Ukraine works for:
• creating conditions in which every young person can fulfil the potential, lead a healthy lifestyle, know their reproductive rights and take an active social life;
• conducting sexual and reproductive health campaigns to improve access to health and care services and improve its quality, especially for young people;
• combating gender stereotypes in society (through the media, compulsory education for civil servants on gender mainstreaming, the improvement of national gender policy and anti-discrimination expertise of school textbooks);
• providing information and services to gender-based violence survivors through the creation of crisis centres, supporting the work of mobile teams of psycho-social and support, providing expert support and raising general awareness in society.

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA expands choices and possibilities for women and young people to lead healthy and productive lives. Our work is derived from the ICPD Programme of Action; that all human beings are entitled to equal rights and protections and no one should be left behind in the fulfilment of their fundamental human rights. In a world where fundamental human rights are at risk, we need principled and ethical leaders, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA’s new strategic plan (2022-2025), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results. We need UNV who are exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

The war in Ukraine which started on 24 February 2022 has caused civilian casualties and the destruction of vital infrastructure, forcing millions of people to flee their homes seeking safety, protection, and assistance.

They are in urgent need of protection and support. A considerable number of people – mostly elderly, women and children, and people with mobility problems – have remained in villages located very close to the frontline. Most of these people are stranded in areas where there is active fighting or which are subject to heavy daily shelling, and often have limited access to services and basic needs, relying mostly on what is being provided by the local authorities, humanitarian partners, and volunteer groups.

Task description
Under the direct supervision of the Personal Assistant to the Representative, the Coordination Assistant will provide effective support to the Country Office operations on achievement of the following results:

– Maintain the Senior Management calendars, contacts with high-ranking visitors, protocol
procedures, appointments and meetings;
– Prepare briefing materials for appointments, meetings, missions to ensure the Senior Management is provided with all relevant information;
– Take minutes and action points for the key meetings and following up to ensure outcomes are achieved.
– Undertake travel arrangements, including arranging itinerary, visas and hotel reservations. Collect and prepare briefing materials concerning official trips or special meetings. Ensure offices are informed of travel arrangements and requirements;
– Maintain the filing system ensuring safekeeping of confidential matters including use of an automated filing system;
– Screen incoming calls and correspondence, and direct mail/queries and correspondence to responsible officials;
– Perform any other duties as may be requested by the supervisor.

Results/Expected Outputs:

The Coordination Assistant contributes the effective and efficient functioning of the Representative office and of the Country Office Units. S/he works collaboratively with other work Streams in CO and covers for the Personal Assistant in her/his absence. Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment.

Eligibility criteria
27 – 80

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

Required experience
3 years of experience in a similar role.
-Motivated to contribute towards peace and development and to serve others;
-Good interpersonal, networking and communication skills;
-Willingness to contribute and work as part of a team;
-Flexible and open to learning and new experiences;
-Some experience in research assistance.
-Previous experience in the UN is an advantage.
-Strong interpersonal and organizational skills.
-Computer literacy – Word, Excel, Power-point, etc., experience in handling web-based management systems.

Area(s) of expertise
Administration, Communication

Driving license

English, Level: Fluent, Required
Ukrainian, Level: Fluent, Required

Required education level
Bachelor degree or equivalent in a relevant field.

Competencies and values
Competencies and values:
-Professionalism: demonstrated understanding of operations relevant to UNFPA; technical capabilities or knowledge relevant or transferrable to UNFPA 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 UNFPA 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 UNFPA mission and vision, as well as to the UN Core Values.

Other information
Living conditions and remarks
As it is a national UN Volunteer’s assignment, the volunteer shall organize his/her accommodation by themselves.

Entitlements of National UN Volunteer Specialist (Kyiv Duty Station)

This is a full-time assignment. The contract lasts for the period indicated in the vacancy with possibility of extensions subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment.

• Volunteer Living Allowance (VLA): A Volunteer Living Allowance (VLA) 1587 USD (equivalent in UAH) is provided monthly to cover housing, utilities and normal cost of living expenses. This includes Well-Being Differentials for the period while the ICSC applies hardship classification to duty stations in Ukraine as “E”.
• USD 400 entry lump sum, one-time payment.

Medical and life insurance:
• Medical insurance: The UN Volunteer and eligible PFU dependents will receive UNV provided medical insurance coverage. Coverage for UN Volunteers begins from the Commencement of Service and normally ceases one month after the last day of the UN Volunteer Contract date.
• Life Insurance: UN Volunteers are covered by life insurance for the duration of the UN Volunteer assignment. If a UN Volunteer dies during the UN Volunteer assignment, the eligible designated beneficiaries will be entitled to receive a life insurance lump sum.

Leave entitlements:
• Annual leave:  UN Volunteers accrue an entitlement to 2.5 days of Annual Leave per completed month of the UN Volunteer assignment. Unused accrued Annual Leave up to a maximum of 30 days is carried over in case of a contract extension within the same UN Volunteer assignment. Unused accrued Annual Leave may not be carried over in case of reassignment or a new assignment.
• Learning leave: Subject to supervisor approval and exigencies of service, UN Volunteers may request up to ten working days of Learning Leave per consecutive 12 months of the UN Volunteer assignment, starting with the Commencement of Service date, provided the Learning Leave is used within the contract period
• Certified Sick Leave: UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. This amount is reset every 12-month cycle.
• Uncertified Sick Leave: UN Volunteers receive seven days of uncertified sick leave working days in a calendar year. This amount will be reset at the established interval period.

You can check full entitlements at the duty station at https://app.unv.org/calculator.

The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos

Inclusivity statement
United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements
Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy


If you are looking for more UN jobs in Ukraine, please click here: UN jobs in Ukraine

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