Programme Assistant

The United Nations Volunteers (UNV) programme is the UN organization that promotes volunteerism to support peace and development worldwide. Volunteerism can transform the pace and nature of development and it benefits both society at large and the individual volunteer. UNV contributes to peace and development by advocating for volunteerism globally, encouraging partners to integrate volunteerism into development programming, and mobilizing volunteers.
In most cultures volunteerism is deeply embedded in long-established, ancient traditions of sharing and support within the communities. In this context, UN Volunteers take part in various forms of volunteerism and play a role in development and peace together with co-workers, host agencies and local communities.
In all assignments, UN Volunteers promote volunteerism through their action and conduct. Engaging in volunteer activity can effectively and positively enrich their understanding of local and social realities, as well as create a bridge between themselves and the people in their host community. This will make the time they spend as UN Volunteers even more rewarding and productive.

The UNV Field Unit (FU) directly engages with partners such as the government and UN Agencies to promote volunteerism as a strategic means to implement national development programmes. The UNV Programme works directly with the UN system to integrate volunteer solutions that support the implementation of their mandates and operations.
The Program Assistant will support volunteer mobilization within UN agencies, provide FU administrative/operational support and support volunteer recruitment and management cycle in close coordination with UNV Regional Office and HQ.

Within the delegated authority and under the supervision of UNV Country Coordinator or his/her designated mandated representative(s), the UNV Programme Assistant will:

a) UN Volunteer Mobilization and Advocacy

• Effective and efficient support to the Country Coordinator and UN partners in advocacy and outreach campaigns to increase volunteer mobilization (both Onsite and Online).
• Deliver presentations to demonstrate UNV’s value proposition to UN partners and actively participate in inter-agency task forces and relevant thematic working groups.
• Support in designing, planning, and implementing the Field Unit's communications and social media strategy by documenting UNV’s work through stories, blogs, and photo missions to enhance outreach and talent acquisition.
• Act as a focal point for online volunteers and accreditation of OV service organizations, focusing on supporting Host Entities with developing OV opportunities through advocacy engagements and promoting the concept of OV.

b) UN Volunteer Recruitment and Management

• Follow-up requests with partner agencies particularly in the timely submission of Descriptions of Assignment, confirmation of funds, clearance of candidates,
• Support the organization of interview panels and interview reports, confirm selected candidates and follows up with VSC (Bonn) to finalize the recruitment up to the onboarding of the volunteer.
• Undertake briefing of the overall management of UN Volunteers (including role of UNV/Host Entities) to volunteers and Host Entities
• Facilitate government clearance and entry visas of incoming UN Volunteers and their recognized dependents
• Provide the necessary support to the UN Volunteers upon arrival to open bank accounts, as well as to complete forms required to obtain visas, work permits, resident permits, exemption certificates etc.
• Organize regular exchange with serving UN volunteers to be aware of needs to increase satisfaction
• Regularly brief Partners UN Entities on UNV SOPs, Conditions of Service and recruitment processes
• Maintain personal files of UNVs ensuring that all correspondence and matters requiring action are brought to the attention of the Programme Analyst
• Perform relevant UVP, Quantum, UNALL roles related to UN Volunteer contracts management, payroll validation, earnings and deductions, leave management and separation. Facilitate government clearance and entry visas of incoming UN Volunteers and their recognized dependents
• Provide the necessary support to the UN Volunteers upon arrival to open bank accounts, as well as to complete forms required to obtain visas, work permits, resident permits, exemption certificates etc.

c) Administrative and logistical support

• Draft correspondences including memoranda and notes for the file related to volunteer assignments recruitment, and administration.
• Timely provision of information and data related to volunteer management, UNV field office assets, finance/procurement and administrative inputs required for UNV’s corporate exercises.
• Perform UVP Host entity roles related to recruitment and volunteer assignment management including contract management.
• Provide logistical and administrative support in required procurement processes including preparation of requisitions in Quantum and take timely corrective actions on incorrect requisitions.
• Organize and coordinate field unit monitoring and mobilisation missions, in-country high level missions, CDLF learning workshops, volunteer promotion initiatives.
• Perform any other duties 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. 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.
• 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 UN Volunteers 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:
• Efficient deployment and management of UNV assignments.
• Efficient and effective support provided to incoming and separating volunteers.
• Contractual status accurately monitored.
• UNV entitlements processed on time.
• Leave balances monitored and records kept up to-date.
• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment
• Innovative Initiatives are well organized and supported
• A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.