Country Support Assistant
Minimum age: 22 years old. Applicants must be nationals of or legal residents in the country of assignment.Description of task
Under the direct supervision of the Country Coordinator in Yemen, the Country Support Assistant will perform the following functions:
Support to the deployment and management of UN Volunteers
Provide logistics and administrative support to UN host agencies and UN Volunteers in the recruitment and volunteer management processes :
Selection of candidates and outreach
- Support to host entities in the coordination, organization of candidates’ assessment (e.g. interviews, written tests, desk reviews)
- Submit all relevant documents related to the selection of candidates to VSC (Volunteer Service Centre at UNV HQ) for their action (e.g. interview reports)
- Support the sourcing of national UN Volunteer talents through developing and maintaining the pool of local candidates in coordination with the UNV Volunteer Services Centre (VSC), including diversifying networks of talent providers based on forecasted profiles and managing their contact through UNV CRM platform;
- Support the UNV Country Coordinator in outreach and partnership building initiatives with the UN Agencies, including supporting the finalization of UN Volunteers’ Descriptions of Assignments (DOAs), sharing UNV useful documents and infographics and respond to queries related to engagement of UN Volunteers ;
Arrival and onboarding of UN Volunteers
- Support issuance of residence permits, HE ID cards and access to eServices for UN Volunteers and their supervisors
- Conduct administrative briefings, including on the use of ATLAS e-services
- Arrange mandatory security briefings
- Coordinate briefings with host agency and obtain host agency email address for UN Volunteers
- In close coordination with VSC, confirm UN Volunteers’ entry on duty date and ensure that UN Volunteer’s contracts and beneficiary forms are signed, completed and uploaded onto VMAM
- Support the UN Volunteers with procedures on bank accounts, completion of forms related to visas, resident permits, etc.
- Support UN Volunteers in the issuance of resident permits/visas, HE ID cards and all systems such as e-services, VMAM
- Conduct and coordinate orientation sessions for newly arrived UN Volunteers including on administrative procedures and volunteer engagement in the country
- Facilitate and coordinate the onboarding sessions for newly arrived UN Volunteers with host entities and obtain professional email addresses
- Confirm the arrival of UN Volunteers and their dependents to VSC;
- Ensure that contracts, beneficiary forms and all related forms are completed, signed and shared with VSC
Support during the assignment
- Monitor the contractual status of UN Volunteers and liaise with the host entities on extensions, repatriations. Keep VSC informed
- Support VSC in maintaining files of all UN Volunteers assigned to the country, ensuring that all correspondence and periodic reports are timely and properly kept in VMAM in accordance with the relevant provisions included in the UN Security Handbook as well as in the UN Volunteer Conditions of Service, and that related matters requiring action are brought to the attention of his/her supervisor and relevant UNV sections;
- Follow up on the payroll management and collect all relevant information to home visits, MORSS reimbursements, travel claims, etc.
- Provide logistics and administrative support in emergency cases such as medical and/or security evacuations under the guidance of the Country Coordinator
- Support the UN Volunteers in their end of assignment administrative process, including exit visas, final checklist, Resettlement Allowance payments, etc.
- Guide and support UN Volunteers in their request for home visits
- Maintain volunteer records updated in VMAM
- Maintain an updated list of all serving UN Volunteers, with contacts, including their dependents
- Leverage UNV Service Desk and relevant knowledge source to address enquiries from Host entities or UN Volunteers.
- Perform any other administrative tasks based on requirements
- Assist VSC in ensuring all conditions are met before the payment of final entitlements to UN Volunteers at the end of their assignment, including completion of checklist;
- Immediately inform the UNV Regional Office and VSC of any medical/security evacuation or death of a UN volunteer and recognized dependents and assist the host entity with handling such critical situations on the ground;
Administrative and logistical support
- Maintain inventories of all UNV-supplied, non-expendable equipment, and ensure records of all items purchased for UNV and UNV-executed projects are submitted to UNV headquarters.
- Maintain general office files and keep information and reference material in a manner that allows easy electronic reference and retrieval;
- Perform other administrative duties as may be required.
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 (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;
- 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.
- Secondary school is a requirement.
- At least 2 years of professional work experience in the area of administration, human resources
- Certification, in human resources, administration or similar areas
- Previous experience in communications is considered an asset
- Previous experience in a volunteer involving organization is considered an asset
- Work experiences as a United Nations Volunteer or with United Nations system or similar international organizations desirable;
- English(Mandatory), Level - Fluent
- Arabic(Mandatory), Level - Fluent
- Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment;
Accountability, Adaptability and Flexibility, Commitment and Motivation, Communication, Ethics and Values, Integrity, Professionalism, Technological Awareness, Working in TeamsApplication procedure:
* Not yet registered in the UNV Talent Pool?
Please first register your profile at https://vmam.unv.org/candidate/signup. Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply.
* Already registered in the UNV Talent Pool?
Please first update your profile at https://vmam.unv.org/candidate/profile. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to apply.
This is a national UN Volunteer assignment, therefore only nationals of Yemen and legal residents in Yemen with the status of refugee or with the status of being stateless are eligible to apply.
Application deadline: 27-May-2020.