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.
Under the supervisor of the Programme Analyst, based in Baghdad, the Programme Assistant provides administrative and operational assistance in UNV Field Unit, in support of volunteer mobilization and deployment.
Duties and Responsibilities
- Volunteer mobilization and deployment support
- Support the Programme Analyst UNV in outreach and partnership building initiatives with the UN Agencies, including supporting the finalization of UN Volunteers’ Descriptions of Assignments (DOAs);
- Support the deployment and assignment management of all UN Volunteer modalities;
- Support the recruitment of national UN Volunteers, including updating and maintaining a national UN Volunteers local candidate talent pool in coordination with the Volunteer Services Centre (VSC);
- Maintain files of all UN Volunteers assigned to the country, ensuring that all correspondence and periodic reports are properly kept in VMAM, 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 VSC follow-up actions ;
- Maintain up-to-date volunteer leave records and ensure that all UN Volunteers manage absences as per the UN Volunteer Conditions of Service;
- Maintain up to date contact records 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;
- Assist on the logistical and travel arrangements of arriving UN Volunteers and his/her recognized dependents;
- Liaise with relevant UNDP units to facilitate government clearances, entry visas and resident permits of incoming UN Volunteers and their recognized dependents;
- Provide the necessary support to UN Volunteers upon arrival, to open bank accounts as well as to complete forms required to obtain visas, residence permits, etc.;
- 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 UNV HQ in ensuring all conditions are met before the payment of final entitlements to UN Volunteers at the end of their assignment.
Administrative and logistical support
- Maintain inventories of all UNV-supplied, non-expendable equipment, and ensure records of all items purchased for UNV-executed projects are submitted to UNV headquarters;
- Maintain general office files and keep information and reference material in a manner that allows easy reference and retrieval;
- Perform other administrative duties as may be required.
- Innovation:Ability to make new and useful ideas work
- Leadership:Ability to persuade others to follow
- People Management:Ability to improve performance and satisfaction
- Communication:Ability to listen, adapt, persuade and transform
- Delivery:Ability to get things done while exercising good judgement
- Office Administration:Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs
- Operational Efficiency:Ability to identify and execute opportunities to improve operational efficiency
- Quality Assurance:Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled
- Relationship Management:Ability to engage and foster strategic partnerships with other parties, inter-agency coordination and forge productive working relationships
- Project Management:Ability to plan, organize, motivate, and control resources, procedures and protocols to achieve specific goals
- Knowledge Management:Ability to capture, develop, share and effectively use information and knowledge
Required Skills and Experience
- Completed secondary education;
- Certification in administration, accounting or finance desirable.
Experience: 5 years of relevant experience in administration and/or programme support services.
- Fluency in English, Arabic and Kurdish is required;
- Proficiency in another official UN language is an asset.
- Experience using computers and office software packages (ERP, MS Word, Excel, PowerPoint, etc.);
- Experience in handling of web-based management systems is highly desirable.