Mission and objectives

Update

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 Analyst (Country Coordinator), 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 Country Coordinator (Programme Analyst) or his/her designated mandated representative(s), the UNV Programme Assistant will: a) Volunteer mobilization and deployment support: • Support 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 the team with onsite and online volunteer mobilization that increases the number of volunteers. • Assist with the recruitment and deployment of all UN Volunteer categories in line with the UNV rules and procedures. • Assist in providing UN entities with the information and regular updates on request, recruitment and deployment of volunteers, addressing their specific requests. • Assist UN entities in the country and candidates to ensure proper submission of documents for volunteer recruitments and deployments; • In coordination with UNV Headquarters and, if applicable, UNV Regional Office, assist timely selection and recruitment process in line with UNV rules and procedures; • Assist the FU to 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. • Assist in maintaining up to date the contact records of all serving UN Volunteers, including their recognized dependents. • Support to up to date the initial contract documents, beneficiary forms and inventories of personal effects of UN Volunteers, and to be submitted to the UNV Headquarters in a timely manner and in line with UNV rules and procedures. • Assist in Liaising with UNV Headquarters and/or country of recruitment on the logistical and travel arrangements of arriving UN Volunteers. • Assist in providing 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. • Assist the team in ensuring 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. • Provide support in ensuring timely reporting by volunteers, i.e. on their satisfaction with assignments (Volunteer Reporting Application – VRA). • Assist with volunteer induction, onboarding and townhalls on well-being. • 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 assist in recording of all items purchased for UNV-executed projects are submitted to UNV headquarters. • Support to 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.); • Perform other respective duties in line with the function of the assignment and as may be required by the direct supervisor.