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UNV Operations Officer

Bangkok, Thailand (Asia and the Pacific Regional Office) | Bangkok

DESCRIPTION OF ASSIGNMENT

Preamble:

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.

1. Type of Assignment: International UN Volunteer 2. Type of Assignment Place: Family Duty Station

3. Assignment Title: UNV Operations Officer

4. Link with UNV Strategic Framework: Securing access to basic social services

5. Duty Station, Country: Bangkok, Thailand (Asia and the Pacific Regional Office)

6. Duration (in months): 12 months with possibility of extension 7. Expected Starting Date: Immediately

8. Host Agency/Host Institute: United Nations Population Fund (UNFPA) A. Platz der Vereinten Nationen 1, 53113 Bonn, Germany

T. +49 (0) 228-815 2000

F. +49 (0) 228-815 2001 www.unv.org

The United Nations Volunteers (UNV) programme is administered by the United Nations Development Programme (UNDP).9. Organizational Context/Project: The UNV Operations Officer position is located in the Asia and the Pacific Regional

Office (APRO) and reports directly to the International Operations Manager (IOM) of

APRO. As a member of the RO operations team the UNV Operations Officer will

contribute to the implementation of the corporate and regional strategies in the area of

operations and provide professional support in financial and budget management,

procurement, personnel management, and general administration of the regional office.

He/she will actively work on increasing effectiveness and efficiency of the service

provision by the operations team of the RO taking a client-oriented, results-focused

approach.

10. Description of tasks:

Under the direct supervision of the International Operations Manager(IOM) of APRO ,the

UNV Operations Officer will undertake the following tasks:

a. Contribute to analysis and implementation of the corporate and regional strategies

in the area of operations:

  • Support implementation of UN and UNFPA corporate strategies and initiatives, such as HACT rollout and implementation, DaO, BoS and etc.
  • Conduct research, collect data, prepare briefing documents and reports on the opera- tional performance of the country offices in the area of geographical responsibility;
  • Support a continuous, up-to-date and accurate flow of information between the Country Offices, RO and HQ;
  • Promote network relationships for accessing and sharing knowledge in the region on operations matters;
  • Contribute to implementation of regional initiatives and events in the area of operations;
  • Participate actively in inter-agency meetings and working groups to ensure UNFPA interests are reflected in common system activities related to common services and premises, cost recovery and cost sharing arrangements, privileges and immunities; entitlements and salary surveys, security, etc.
  • Backstop the IOM during absence.

b. Support management and implementation of internal control systems of the

Regional Office:

  • Constantly following up on actions in all operations areas to ensure that the RO oper- ations team is efficient and effective in its service delivery, proposing ways for improve- ment;

T. +49 (0) 228-815 2000A. Platz der Vereinten Nationen 1, 53113 Bonn, Germany

F. +49 (0) 228-815 2001. www.unv.org

The United Nations Volunteers (UNV) programme is administered by the United Nations Development Programme (UNDP).  Contribute to developing systems and oversight mechanisms for effective office oper- ations management, including procurement and contract management, premises man-

agement, travel, assets and inventory management, common services and vehicle

management of the RO;

  • Implement internal control mechanisms for the office operations and ensure full com- pliance with PPM, identify bottlenecks and suggest corrective actions;
  • Analyze and verify reconciliations of a variety of reports and data, ensuring accuracy and conformity with rules and regulations;
  • Undertake quality review of data integrity in the database, travel authorizations, over- time calculations, cost recovery and assist in the preparation of and participate in HACT audits and assurance activities, internal and external audits and spot checks;
  • Analyze administrative expenditures and running costs of the RO consistently to en- sure efficiency gains are achieved in operations of the office;
  • Propose improvement of records administration to ensure that the Regional Office has sound basis for quality operational decision making;
  • Participate in and provide secretarial support to RO Committees and Panels

c. Contribute to management of the day-to-day office operations through provision of

professional services in the following areas:

  • Process hiring requests for Individual Consultants (ICs) and support internship pro- grammes,
  • perform personnel contract management in compliance with corporate rules and regu- lations, including review of TORs and JDs, vacancy announcements, participation in screening and interviewing, support to classification and clearance processes, issu- ance and amendment of the contracts and agreements
  • Manage transportation function for the office, ensuring efficient work load distribution, optimal and timely fleet movement, proper maintenance and use of office vehicles, fuel usage and cost management;
  • Support travel management process of the RO, including issuance and management of the travel authorizations, travel entitlements calculation and processing and claims settlement;
  • Monitor assets and inventory management processes of the office ensuring compli- ance with the corporate policies and provide guidance to focal persons on the related matter
  • Respond to queries related to Official Travel, vehicle and asset management policies and guidelines;
  • Contributes to the smooth running of the office by ensuring provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records
  • Support IOM and RSA in the management, update and implementation of the Business Continuity Plan (BCP) and other security related duties.
  • Support learning and staff development processes, contribute to development and con- ducting on-boarding activities for new staff of the RO;
  • Establish and maintain a harmonious working environment; seeking to strengthen team-building by encouraging active participation and interaction at all levels; foster staff development and empowerment.

T. +49 (0) 228-815 2000. Platz der Vereinten Nationen 1, 53113 Bonn, Germany

F. +49 (0) 228-815 2001. www.unv.org

The United Nations Volunteers (UNV) programme is administered by the United Nations Development Programme (UNDP).  Perform other duties as required.

Furthermore, UN Volunteers are required to:

  • 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;
  • Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
  • Contribute articles/write-ups on field experiences and submit them for UNV publica- tions/websites, newsletters, press releases, etc.;
  • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
  • Encourage, mobilize and support co-workers, fellow UN Volunteers and members of the local community to play an active part in peace and development activities on a voluntary basis;
  • 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.

11. Results/Expected Outputs:

  • As part of the operations team effectively contribute to analysis and implementation of the corporate and regional strategies in the area of operations;
  • As part of the operations team effectively support management and implementation of internal control systems of the Regional Office;
  • Effectively contribute tomanagement of the day-to-day office operations through provision of professional services in the area of procurement, administration, asset and inventory management, security and premises management;

12. Qualifications/Requirements (including competencies, values and skills):

A) Qualifications, skills, experience:

Degree level: Master's degree

Type of Degree: Business administration, finance, procurement or related fields;

Years of work experience and skills: Substantive knowledge and practical experience

with United Nations in administration, HR management, finance, and office management,

with at least 3 being at international level. Excellent management and leadership skills with

ability to build strong relations with clients, focus on impact and result, and respond positively

to feedback. Ability to lead business processes re-engineering, implement new systems and

to positively affect staff behavioural/ attitudinal changes. Thorough knowledge of financial

T. +49 (0) 228-815 2000A. Platz der Vereinten Nationen 1, 53113 Bonn, Germany

F. +49 (0) 228-815 2001. www.unv.org

The United Nations Volunteers (UNV) programme is administered by the United Nations Development Programme (UNDP).and, human resources management, contract, asset and procurement, information and communication technology and general administration.

Language: Fluency in English. Knowledge of another working language of the UN is an

asset. Ability to write clearly and concisely.

B) Competencies and values:

Values:

  • Exemplifying integrity
  • Demonstrating commitment to UNFPA and the UN system
  • Embracing cultural diversity
  • Embracing change Core Competencies:
  • Achieving results
  • Being accountable
  • Developing and applying professional expertise/ business acumen
  • Thinking analytically and strategically
  • Working in teams/ managing ourselves and our relationships
  • Communicating for impact Managerial Competencies:
  • Providing strategic focus
  • Engaging internal/external partners and stakeholders
  • Leading, developing and empowering people/ creating a culture of performance
  • Making decisions and exercising judgment Functional Skill Set:
  • Providing administrative services
  • Managing the organization’s financial resources
  • Providing procurement services
  • Ensuring facilities and assets management
  • Managing data
  • Managing documents, correspondence and reports
  • Managing information and work flow
  • Planning, organizing and multitasking
  • Providing financial data analysis

13. Living Conditions:

Bangkok allowed basic living needs, including accommodation, banking facilities, medical

facilities and telecommunications/internet services are readily available. All staple foods

can be found in the markets, eg: rice, meat, vegetables,

T. +49 (0) 228-815 2000. Platz der Vereinten Nationen 1, 53113 Bonn, Germany

F. +49 (0) 228-815 2001. www.unv.org

The United Nations Volunteers (UNV) programme is administered by the United Nations Development Programme (UNDP). fruit, cooking oil, salt, etc. Many imported goods are available in Bangkok and other places throughout Thailand. Bangkok has many good restaurants with good health standards and

most guesthouses provide food. In Thailand the most used means of transportation are

taxi or local bus (and, in Bangkok, the elevated train service). Mobile phone is the most

dependable tool to be in-touch with colleagues and friends. Internet service is readily

available and affordable at most apartment complexes. ATMs are everywhere in Thailand

and Western cards can usually be used to withdraw Thai Baht.

For those with children, schooling options in Bangkok are to be well evaluated and

determined before taking your children at duty station. School fees and area really

depends on your preferences. Admission fees for school in Thailand ranges from $3,000 -

$9,000 and tuition fee from $5,500 - $25,533 (per annum). Depending on educational

quality and the area which comes with price tags,you may need to explore more on schools

to find out what they could offer that serves the needs of your children. No specific

allocation is available for schooling and Volunteers will need to bare the entire costs.

14. Conditions of Service for international UN Volunteers:

The duration of your assignment is 12 months initially.

A volunteer receives a Volunteer Living Allowance (VLA) which is composed of the Monthly

Living Allowance (MLA) and a Family Allowance (FA) for those with dependents (maximum

three).

The Volunteer Living Allowance (VLA) is paid at the end of each month to cover housing,

utilities, transportation, communications and other basic needs. The VLA can be computed by

applying the Post-Adjustment Multiplier (PAM) to the VLA base rate of US$ 1,571. The VLA

base rate is a global rate across the world, while the PAM is duty station/country-specific and

fluctuates on a monthly basis according to the cost of living. This method ensures that

international UN Volunteers have comparable purchasing power at all dutystations irrespective

of varying costs of living. The PAM is established by the International Civil Service Commission

(ICSC) and is published at the beginning of every month on the ICSC website

(http://icsc.un.org). For example, if the PAM for the current month is 54.6%, then the VLA for

that month will be (US$ 1,571 x 54,6 /100) + 1,571= US$ 2,429. Moreover, a Family Allowance

(FA) is added in accordance with the number of recognized dependents: US$ 250 if the UN

Volunteer has 1 recognized dependent, and US$ 450 if the UN Volunteer has 2 or more

recognized dependents. Accordingly the VLA will be US$ 2,429 for a volunteer without

T. +49 (0) 228-815 2000A. Platz der Vereinten Nationen 1, 53113 Bonn, Germany

W. www.unv.org

F. +49 (0) 228-815 2001

The United Nations Volunteers (UNV) programme is administered by the United Nations Development Programme (UNDP).dependent; US$ 2,679 for a volunteer with one recognized dependent and US$ 2,879 for a volunteer with two or more recognized dependents.

In non-family duty stations that belong to hardship categories D or E, as classified by the ICSC,

international UN Volunteers receive a Well-Being Differential (WBD) on a monthly basis.

Furthermore, UN Volunteers are provided a settling-in-grant (SIG) at the start of the

assignment (if the volunteer did not reside in the duty station for at least 6 months prior to

taking up the assignment) and in the event of a permanent reassignment to another duty

station.

UNV provides life, health, permanent disability insurances as well as assignment travel, annual

leave, full integration in the UN security framework (including residential security

reimbursements).

UN Volunteers are paid Daily Subsistence Allowance at the UN rate for official travels, flight

tickets for periodic home visit and for the final repatriation travel (if applicable). Resettlement

allowance is paid for satisfactory service at the end of the assignment.

UNV will provide, together with the offer of assignment, a copy of the Conditions of Service,

15. Applications

If you are not yet a candidate in UNV’s database, please apply by registering your profile at

https://ereta.unv.org/html/index.php?module=myprofile. Important: Once you have created

your UNV account by validating your email address, please complete all sections of your profile

and select the following code: “16THA_OP” from the drop down menu in the “Special

Recruitment” tab of ‘MyProfile’.

Your application can only be considered once you have submitted your complete UNV profile

(green button). As a confirmation of your successful registration, you will receive an email with

your UNV roster number.

If you are registered in the UNV database of candidates, please update your profile at:

http://MyProfile.unv.org. In the “Special Recruitment” section on the left, click on the “Edit”

button and select the advertisement code “16THA_OP” from the drop-down list.

Application deadline: 5th October 2016. Only short-listed candidates will be contacted.

T. +49 (0) 228-815 2000A. Platz der Vereinten Nationen 1, 53113 Bonn, Germany

F. +49 (0) 228-815 2001W. www.unv.org

The United Nations Volunteers (UNV) programme is administered by the United Nations Development Programme (UNDP).United Nations Volunteers is an equal opportunity programme which welcomes applications from quaified professionals. We are committed to achieving diversity in terms of gender, nationality and

culture.

T. +49 (0) 228-815 2000 A. Platz der Vereinten Nationen 1, 53113 Bonn, Germany

W. www.unv.org

F. +49 (0) 228-815 2001

The United Nations Volunteers (UNV) programme is administered by the United Nations Development Programme (UNDP).

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply

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  • Organization: UNV - United Nations Volunteers
  • Location: Bangkok, Thailand (Asia and the Pacific Regional Office) | Bangkok
  • Grade: Mid/Senior
  • Occupational Groups:
    • Management, Administration and Finance
  • Closing Date: 2016-10-05

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