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Individual contractor- Programme Assistant
Background
The UNV Regional Offices (RO) provide oversight and strategic guidance to the UNV Field Units in their respective geographical assignments and are mainly accountable for the placement of UN Volunteers mobilized for UN Agencies, Funds, and Programmes focused on peace, development and humanitarian needs. Furthermore, the Regional Offices represent, and strategically position, UNV and bring UNV’s services and solutions closer to its partners from governments, UN entities, civil society and private sector. The Regional Offices also lead in scoping and delivering UNV’s advisory service offer on volunteer infrastructure. The Regional Office for Arab States (ROAS), is based in Amman, Jordan.
Under the direct supervision of the Portfolio Manager and Portfolio Specialist, UNV Regional Office for Arab States, the Programme Assistant provides assistance to the Portfolio Manager/ Specialist, UNV Field Units and duty stations with no UNV field presence in Arab States, in support of partnerships, demand generation, and volunteer mobilization.
Duties And Responsibilities
Under the direct supervision of the Portfolio Manager and Portfolio Specialist, the National consultant will:
Assist with partnerships and demand generation
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.
Deliverable
Expected number of working days
Review and Approvals
Deliverable 1: Assist with partnerships and demand generation:
Regional Portfolio manager/ Portfolio Specialist
Deliverable 2: Support to Volunteer mobilization and deployment
Corporate
The UNV Regional Offices (RO) provide oversight and strategic guidance to the UNV Field Units in their respective geographical assignments and are mainly accountable for the placement of UN Volunteers mobilized for UN Agencies, Funds, and Programmes focused on peace, development and humanitarian needs. Furthermore, the Regional Offices represent, and strategically position, UNV and bring UNV’s services and solutions closer to its partners from governments, UN entities, civil society and private sector. The Regional Offices also lead in scoping and delivering UNV’s advisory service offer on volunteer infrastructure. The Regional Office for Arab States (ROAS), is based in Amman, Jordan.
Under the direct supervision of the Portfolio Manager and Portfolio Specialist, UNV Regional Office for Arab States, the Programme Assistant provides assistance to the Portfolio Manager/ Specialist, UNV Field Units and duty stations with no UNV field presence in Arab States, in support of partnerships, demand generation, and volunteer mobilization.
Duties And Responsibilities
Under the direct supervision of the Portfolio Manager and Portfolio Specialist, the National consultant will:
Assist with partnerships and demand generation
- Support the Regional Portfolio Manager/ Specialist for Arab States with outreach activities to UN entities region, for demand generation and information on UNV modalities;
- Assist in the development and finalization of Description of Assignments, and in recording them in the Volunteer Management Application Module (VMAM);
- Provide information and day-to-day advisory support to Focal Points in countries with no UNV field presence;
- Provide support with country analysis on entry points for UN Volunteer mobilization in duty stations with no UNV field presence;
- Draft routine correspondence and reports in accordance with standard internal procedures;
- Compile basic documentation and information, such as statistical data on volunteer mobilization as an input into corporate exercises.
- Support the deployment and assignment management of all UN Volunteer modalities;
- Coordinate with UNV HQ, Field Units, UNDP/Host Entity focal points the digitalization of files of all UN Volunteers assigned to the countries of 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 and to VSC follow-up actions;
- Maintain up to date contact records (online copies) of all serving UN Volunteers, including their recognized dependents;
- Ensure that initial contract documents, beneficiary forms and inventories of personal effects of UN Volunteers are up-to-date, and submitted to UNV headquarters, VSC (through VMAM) in a timely manner, in accordance with the relevant provisions included in the UN Security Handbook as well as in the UN Volunteer Conditions of Service and Standard Operating Procedures;
- Assist on the logistical and travel arrangements of arriving UN Volunteers and their recognized dependents;
- Ensure the necessary support provided to UN Volunteers upon their arrival and deployment;
- Provide support with emergency cases involving UN Volunteers and recognized dependents in the country, including cases of medical evacuation, security evacuations or the death of a UN Volunteer;
- Support the monitoring of UN Volunteers’ satisfaction with their assignments and flag any issues to the supervisor;
- Support in identifying and interviewing potential candidates, by ensuring timely scheduling and completion of interview report forms;
- Assist UNV HQ in ensuring all conditions are met before the payment of final entitlements to UN Volunteers at their end of assignment
- Support the maintenance of inventories of all UNV-supplied, non-expendable equipment, and ensure records of all items purchased for UNV-executed projects are submitted to the ROAS office;
- Any other related tasks as may be required or assigned by the supervisor.
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.
- 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.
Deliverable
Expected number of working days
Review and Approvals
Deliverable 1: Assist with partnerships and demand generation:
- Support the Regional Portfolio Manager/ Specialist for Arab States with outreach activities to UN entities region, for demand generation and information on UNV modalities;
- Assist in the development and finalization of Description of Assignments, and in recording them in the Volunteer Management Application Module (VMAM);
- Provide information and day-to-day advisory support to Focal Points in countries with no UNV field presence;
- Provide support with country analysis on entry points for UN Volunteer mobilization in duty stations with no UNV field presence;
- Draft routine correspondence and reports in accordance with standard internal procedures;
- Compile basic documentation and information, such as statistical data on volunteer mobilization as an input into corporate exercises.
Regional Portfolio manager/ Portfolio Specialist
Deliverable 2: Support to Volunteer mobilization and deployment
- Support the deployment and assignment management of all UN Volunteer modalities;
- Coordinate with UNV HQ, Field Units, UNDP/Host Entity focal points the digitalization of files of all UN Volunteers assigned to the countries of 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 and to VSC follow-up actions;
- Maintain up to date contact records (online copies) of all serving UN Volunteers, including their recognized dependents;
- Ensure that initial contract documents, beneficiary forms and inventories of personal effects of UN Volunteers are up-to-date, and submitted to UNV headquarters, VSC (through VMAM) in a timely manner, in accordance with the relevant provisions included in the UN Security Handbook as well as in the UN Volunteer Conditions of Service and Standard Operating Procedures;
- Assist on the logistical and travel arrangements of arriving UN Volunteers and their recognized dependents;
- Ensure the necessary support provided to UN Volunteers upon their arrival and deployment;
- Provide support with emergency cases involving UN Volunteers and recognized dependents in the country, including cases of medical evacuation, security evacuations or the death of a UN Volunteer;
- Support the monitoring of UN Volunteers’ satisfaction with their assignments and flag any issues to the supervisor;
- Support in identifying and interviewing potential candidates, by ensuring timely scheduling and completion of interview report forms;
- Assist UNV HQ in ensuring all conditions are met before the payment of final entitlements to UN Volunteers at their end of assignment
- Support the maintenance of inventories of all UNV-supplied, non-expendable equipment, and ensure records of all items purchased for UNV-executed projects are submitted to the ROAS office;
- Any other related tasks as may be required or assigned by the supervisor
Corporate
- Demonstrates integrity and fairness, by modeling the UN/UNDP’s values and ethical standards;
- Promotes the vision, mission and strategic goals of UNV;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
- Time management and organizational skills, with the ability to undertake multiple tasks and deliver under pressure;
- Strong analytical and synthesis skills;
- Ability to work independently and achieve quality results with limited supervision and within tight schedules;
- Strong quantitative and qualitative research skills;
- Experience in reports production;
- Ability to write in a clear and concise manner;
- Good teamwork and interpersonal skills;
- Flexibility and ability to handle multiple tasks and work under pressure;
- Excellent computer skills especially Word, Excel and Power Point.
- Ability to strongly promote and build knowledge products;
- Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example;
- Seeks and applies knowledge, information and best practices from within and outside of UNV;
- Demonstrates a strong capacity for innovation and creativity in providing strategic policy advice and direction.
- Demonstrated ability to think strategically and to provide credible leadership;
- Demonstrated flexibility in leadership by performing and/or overseeing the analysis/resolution of complex issues.
Required Skills and Experience | |
Academic qualification: Bachelor degree of Arts in Management or any related field. Work Experience:
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