Programme Assistant
Panama City
- Organization: UNV - United Nations Volunteers
- Location: Panama City
- Grade: Volunteer - National Specialist - Locally recruited Volunteer
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Occupational Groups:
- Administrative support
- Project and Programme Management
- Closing Date: Closed
Details
Mission and objectives
El programa de Voluntarios de las Naciones Unidas (VNU) contribuye a la paz y el desarrollo en el mundo a través del voluntariado. Trabajamos con asociados para integrar a Voluntarios de las Naciones Unidas cualificados, altamente motivados y debidamente respaldados, en programas de desarrollo, y para fomentar el valor y el reconocimiento mundial del voluntariado.
El programa VNU está activo en unos 130 países cada año. Con presencia sobre el terreno en más de 80 países, el programa VNU está representado en todo el mundo. El programa VNU está administrado por el Programa de las Naciones Unidas para el Desarrollo (PNUD)
El programa VNU está activo en unos 130 países cada año. Con presencia sobre el terreno en más de 80 países, el programa VNU está representado en todo el mundo. El programa VNU está administrado por el Programa de las Naciones Unidas para el Desarrollo (PNUD)
Context
This position is located in the UNV Regional Office for Latin America and the Caribbean. UNV ROLAC operates in all countries in Latin America and the entire English, Spanish and French-speaking Caribbean, hosting more than 1,000 Volunteers every year.
Programme Assistant will mainly support efforts in Non-Field Unit countries covered by the UNV ROLAC. The Programme Assistant plays a crucial role in the effective mobilization of UN Volunteers by providing comprehensive administrative and operational assistance. She/he is integral to increasing volunteer engagement, in line with UNV’s Strategic Framework, ensuring responsiveness to the evolving demand of UN partners in the Non-Field Unit countries covered by the UNV ROLAC.
Programme Assistant will mainly support efforts in Non-Field Unit countries covered by the UNV ROLAC. The Programme Assistant plays a crucial role in the effective mobilization of UN Volunteers by providing comprehensive administrative and operational assistance. She/he is integral to increasing volunteer engagement, in line with UNV’s Strategic Framework, ensuring responsiveness to the evolving demand of UN partners in the Non-Field Unit countries covered by the UNV ROLAC.
Task description
Within the delegated authority and under the supervision of the Programme Associate, UNV ROLAC, the UNV Programme Assistant will provide support in the following tasks:
a. UN Volunteer Mobilization and Management
• Support the overall recruitment and deployment process of UN Volunteers and efficient volunteer management, bringing critical issues timely to the attention of the Programme Associate.
• Liaise with HE clients to determine areas of support for enhancing the Volunteer experience, including guidance for supervisors, tailoring training needs (CDLFs) and ensure that incoming and outgoing UN Volunteers are adequately briefed, onboarded and debriefed, and extend timely support and guidance to UN Volunteers in the non-FU countries covered by UNV ROLAC.
• Ensure comprehensive maintenance of records for all UN Volunteers assigned to the non-FU countries covered by UNV ROLAC, systematically organizing and updating files to include relevant correspondence and periodic reports in the UNV platform;
• Monitor and maintain records of the contractual status of serving UN Volunteers in the non- FU countries covered by UNV ROLAC, flagging any required follow-up actions to the Volunteer Services Centre (VSC);
• Assist on the logistical and travel arrangements of arriving UN Volunteers and his/her recognized dependents;
• Ensure the fulfilment of all required conditions prior to the disbursement of final entitlements to UN Volunteers upon the completion of their assignments;
• Provide logistical and administrative support in required procurement processes;
• Supports the organization with inductions for online and UN Volunteers, identifying Volunteer learning needs and assisting in the preparation of materials to meet these needs;
• Support the organization with learning workshops for UN Volunteers.
• Ensure overall management and administrative support to UN Volunteers.
• Other Related Tasks: Perform any other related tasks as required or assigned by the supervisor.
b. Knowledge Building and Knowledge Sharing
• Ensure knowledge is documented, systematized and fed back into volunteer mobilization and evidence building on volunteerism for the SDGs, and actively contribute to knowledge networks, communities of practice, and digital knowledge platforms;
• Act as a peer-support resource for other Programme Assistant in the region as needed, facilitating the exchange of relevant information, best practices and lessons learned aimed at fostering a supportive and collaborative work environment that contributes to the success of the region.
• Other Related Tasks: Perform any other related tasks as 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. 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.
Results/expected outputs:
As an active UNV ROLAC team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNV and its beneficiaries in the accomplishment of her/his functions, including:
• Strengthen inter-agency and regional coordination activities, fostering effective collaboration and partnership;
• Facilitate well-organized and productive regional meetings, workshops, and events;
• Promote UN Volunteer engagement in non-Field Unit countries as SDG accelerators;
• Present innovative inputs and suggestions for improved regional coordination;
• Enhance regional and national planning and reporting efforts, improving operational efficiency;
• Strengthen quality assurance processes and compliance for no-Field Unit countries;
• Monitor events and activities, focusing on program effectiveness;
• Deliver regular and structured reports, briefings, and presentations to support informed decision-making;
a. UN Volunteer Mobilization and Management
• Support the overall recruitment and deployment process of UN Volunteers and efficient volunteer management, bringing critical issues timely to the attention of the Programme Associate.
• Liaise with HE clients to determine areas of support for enhancing the Volunteer experience, including guidance for supervisors, tailoring training needs (CDLFs) and ensure that incoming and outgoing UN Volunteers are adequately briefed, onboarded and debriefed, and extend timely support and guidance to UN Volunteers in the non-FU countries covered by UNV ROLAC.
• Ensure comprehensive maintenance of records for all UN Volunteers assigned to the non-FU countries covered by UNV ROLAC, systematically organizing and updating files to include relevant correspondence and periodic reports in the UNV platform;
• Monitor and maintain records of the contractual status of serving UN Volunteers in the non- FU countries covered by UNV ROLAC, flagging any required follow-up actions to the Volunteer Services Centre (VSC);
• Assist on the logistical and travel arrangements of arriving UN Volunteers and his/her recognized dependents;
• Ensure the fulfilment of all required conditions prior to the disbursement of final entitlements to UN Volunteers upon the completion of their assignments;
• Provide logistical and administrative support in required procurement processes;
• Supports the organization with inductions for online and UN Volunteers, identifying Volunteer learning needs and assisting in the preparation of materials to meet these needs;
• Support the organization with learning workshops for UN Volunteers.
• Ensure overall management and administrative support to UN Volunteers.
• Other Related Tasks: Perform any other related tasks as required or assigned by the supervisor.
b. Knowledge Building and Knowledge Sharing
• Ensure knowledge is documented, systematized and fed back into volunteer mobilization and evidence building on volunteerism for the SDGs, and actively contribute to knowledge networks, communities of practice, and digital knowledge platforms;
• Act as a peer-support resource for other Programme Assistant in the region as needed, facilitating the exchange of relevant information, best practices and lessons learned aimed at fostering a supportive and collaborative work environment that contributes to the success of the region.
• Other Related Tasks: Perform any other related tasks as 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. 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.
Results/expected outputs:
As an active UNV ROLAC team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNV and its beneficiaries in the accomplishment of her/his functions, including:
• Strengthen inter-agency and regional coordination activities, fostering effective collaboration and partnership;
• Facilitate well-organized and productive regional meetings, workshops, and events;
• Promote UN Volunteer engagement in non-Field Unit countries as SDG accelerators;
• Present innovative inputs and suggestions for improved regional coordination;
• Enhance regional and national planning and reporting efforts, improving operational efficiency;
• Strengthen quality assurance processes and compliance for no-Field Unit countries;
• Monitor events and activities, focusing on program effectiveness;
• Deliver regular and structured reports, briefings, and presentations to support informed decision-making;
This vacancy is now closed.