Programme Assistant - UNV

Colombo

Organization: UNDP - United Nations Development Programme
Location: Colombo
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Operations and Administrations
- Administrative support
- Project and Programme Management
Closing Date: Closed

Background

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, the Programme Assistant provides administrative and operational assistance in UNV Field Units, in support of volunteer mobilization and deployment.

Duties and Responsibilities

Volunteer mobilization and deployment support

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;
Maintain files of all UN Volunteers assigned to the country, 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;
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 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;
Liaise with UNV HQ and/or country of recruitment on the logistical and travel arrangements of arriving UN Volunteers and his/her recognized dependents;
Facilitate government clearance and entry visas 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;
Ensure 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 relevant ATLAS HCM roles related for contract management, payroll validation, earnings and deductions, leave management, separations, etc.;
Perform other administrative duties as may be required.

Competencies

Competencies and Selection Criteria and Description of Competency at Level Required

Core

Innovation

Ability to make new and useful ideas work -Analyzes complex technical materials (including data) and makes concise, relevant recommendations

Leadership

Ability to persuade others to follow -Proactively identifies new opportunities and challenges

People Management

Ability to improve performance and satisfaction - Takes ownership of responsibilities

Communication

Ability to listen, adapt, persuade and transform - Understands, explains and shares information on assigned tasks with accuracy and clarity

Delivery

Ability to get things done while exercising good judgement - Meets goals and timelines for delivery of products or services;

Technical/Functional

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 - Execute & Learn: Execute & Learn: Perform defined tasks

Operational Efficiency

Ability to identify and execute opportunities to improve operational efficiency - Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Quality Assurance

Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled -Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work

Relationship Management

Ability to engage and foster strategic partnerships with other parties, inter-agency coordination and forge productive working relationships - Technical Assistance: Performs defined tasks efficiently and deepens knowledge of area of work

Project Management

Ability to plan, organize, motivate, and control resources, procedures and protocols to achieve specific goals - Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Knowledge Management

Ability to capture, develop, share and effectively use information and knowledge -Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Required Skills and Experience

Education:

Completed secondary education;
Certification in administration, accounting or finance desirable

Experience:

5 years of relevant experience in administration and/or programme support services.

Language Requirements:

Fluency in English and in the national language of the duty station;
Proficiency in another official UN language is an asset.

Other:

Experience using computers and office software packages (ERP, MS Word, Excel, PowerPoint, etc.);
Experience in handling of web-based management systems is highly desirable.

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

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This vacancy is now closed.
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