Programme Assistant

Description of task

Under the supervision of the UNV Country Coordinator, the Programme Assistant will undertake the following tasks:

1. Assist the Country Coordinator in recruitment of UN Volunteers:
   
   • Create UNV vacancy announcements and post in UNV Rwanda Facebook, Twitter, LinkedIn Accounts, UNDP Websites, etc.
   • Search VMAM/National database for suitable candidate profiles to match Description of Assignments/Contact potential candidates to check their interest and availability for assignments;
   • Assist in longlisting of applicants via VMAM;
   • Provide longlists to requesting institutions;
   • Arrange interviews in consultation with host institutions/invite shortlisted candidates for interviews;
   • Prepare/review interview reports and conclude recruitment of selected candidates;
   • Prepare initial contractual documents for newly recruited UNVs;
   • Prepare briefing packs, arrange orientation/security briefings and facilitate visa applications for new UNVs;
   • Interact with newly deployed UNVs to ensure successful settlement and integration with host institutions;
   • Ensure that arrival entitlements are processed on time.
2. Maintain personal files of UNVs ensuring that all correspondence and matters requiring action are brought to the attention of the Country Coordinator;
3. Provide required input, where appropriate, in managing and monitoring assignments i.e. keep track of contractual status of all volunteers including contract extensions, resignations, terminations and follow up on respective replacements;
4. Process any other entitlements due to volunteers;
5. Maintain up to date lists of serving volunteers;
6. In collaboration with host institutions, maintain up-to-date leave records of all UNVs;
7. Support separating UNVs with exit formalities;
8. Assist in planning, coordinating and drafting reports for UNV events – IVD, UNV Retreats, innovative initiatives and any other activities which promote volunteerism and celebrate strengths and contributions of volunteers;
9. Support to develop a local UNV talent pool for Rwandans interested in becoming volunteers;
10. Contribute to awareness raising about UNV volunteer solutions and mobilizing potential candidates to register in UNV global talent pool;
11. Contribute to regularly scan to identify opportunities and recommend priority actions for volunteer mobilization in line with the UNDAP implementation process;
12. Contribute to office communications and knowledge management (collecting and sharing UNVs’ stories and best practices…);
13. Receive, orient and provide information to the office visitors;
14. Attend meetings, take minutes and perform any other tasks as assigned by the Country Coordinator.

Qualifications/Requirements Required degree level: Bachelor degree or equivalent Education - Additional Comments:

• Bachelor’s Degree in Business management, Public administration, Social Science or a related field is required.

Required experience: 36 Months Experience remark:

• Minimum of 3 years relevant work experience in administration and/or programme management and/or programme support services.
• Experience in Office and HR Management is an added asset.
• Excellent communication and interpersonal skills.
• Sound ICT skills: MS Word Package, Excel, PowerPoint, etc., and Social Media.
• Experience in handling web-based management systems is highly desirable.

Language skills:

• English(Mandatory), Level - Fluent
• French(Optional), Level - Working Knowledge
• Kinyarwanda(Optional), Level - Fluent

Area of expertise: Development programme management, Other development programme/project experience, Human resources management and development Area of expertise details:

Business Administration and/or programme management and/or programme support services.

Driving license: No Competencies values:

Accountability, Adaptability and Flexibility, Building Trust, Client Orientation, Commitment and Motivation, Commitment to Continuous Learning, Communication, Creativity, Empowering Others, Ethics and Values, Integrity, Judgement and Decision-making, Knowledge Sharing, Planning and Organizing, Professionalism, Respect for Diversity, Self-Management, Technological Awareness, Working in Teams