Tiered Approach
In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:
- Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
- Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
- Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
- Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates
Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.
Background
The Volunteer Advisory Services Section (VASS) contributes to position UNV as a Knowledge and Policy hub on volunteerism for the Sustainable Development Goals (SDGs), generating knowledge, consolidating evidence and developing policy to support Member States and the UN system efforts to integrate volunteerism as a cross-cutting means of implementation into the 2030 Agenda, in alignment with UNV 2022-2025 Strategic Framework.
Reporting to the Chief, Volunteer Advisory Services Section, the Policy Associate supports the coordination, development, implementation and follow up of VASS workplans and corporate reporting; monitors VASS documentation systems and provides administrative support aiming at timely and accurate delivery of the required outputs.
The Policy Associate collaborates with relevant UNV units in Bonn and other locations to support VASS mandate, ensure smooth and effective communication, and enhance access to essential documentation. The role also involves active engagement with VASS workstreams to contribute substantively to implementation.
Duties and Responsibilities
Support to the coordination, development, implementation and monitoring of VASS workplans and corporate reporting
• Support in the coordination and consolidation of inputs to develop the VASS annual workplan in line with corporate processes; facilitate the organization of meetings and internal consultations.
• Support the development of VASS procurement and human resource plans.
• Develop and monitor VASS budgets and expenditures; alert for corrective action as needed.
• Carry out project management operations such as entering new grants, budget revisions, and project management module update.
• Review project reports and agreements.
• Provide support to audit processes. Under supervisor´s guidance, follow up on required responses/document provision and action recommendations.
• Support VASS inputs to corporate recommendations, coordination and consolidation; and editing as required, ensuring timeliness and accuracy.
• Coordinate VASS evaluations in line with the UNV corporate evaluation plans. Follow up with relevant counterparts to ensure cohesion and deadline compliance.
2. Support VASS information management processes and oversee VASS documentation systems
• Oversee the design and implementation and proper usage of VASS information and document management systems.
• Ensure the proper management, organization and archiving of electronic documents and communication.
• Draft monthly newsletters with VASS news for dissemination to internal and external audiences.
• Facilitate technical feedback and support to the Section, as required;
• Manage the VASS calendar ensuring it is up to date.
• Liaise with the External Relations and Communications Section to coordinate content for VASS webpages.
3. Support the development, research and production process for key section publications
• Support the development of concept notes, proposals and budgets for key publications. Provide assistance in researching and fact checking.
• Assist the Knowledge Management Analyst with support tasks and publications on the UNV Knowledge Portal.
• Assist in the coordination and oversight of the production process for key publications.
• Draft executive summaries and focused presentations to support the Section´s efforts for visibility and counterpart engagement.
• Assist with support tasks and publications on the UNV Knowledge Portal.
4. Support the integration of volunteerism into UN and Member State documents
• Provide assistance in reviewing UN and member state programme documents.
• Support the consolidation and management of country data and information on the integration of volunteerism into member states relevant institutions as well as related UN documents.
• Support the organization and formatting of integration data on the UNV Knowledge Portal.
5. Provide programme and administrative support to VASS
• Prepare presentations and supporting documents for team meetings including agendas, coordinating logistics, taking minutes and following up on action items.
• Prepare correspondence in accordance with standard internal procedures, and follow-up on delivery and response requirements.
• Assist in the timely submission and preparation of reports, mission travel plans, guidance notes, etc.
• Perform procurement role for procurement functions, and assist in procurement processes, by preparing requisitions and checking their completeness and authorization/documentary support to ensure that specifications, budget provisions and all other requirements are in order.
• Assist in organizing mission schedules and processes travel arrangements, as per relevant procedures
Competencies
Core
Achieve Results:
• Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:
• Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously:
• Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:
• Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:
• Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:
• Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:
• Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies
System Thinking:
• Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system
Knowledge Generation:
• Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
Project Management:
• Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Communication:
• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
Working with Evidence and Data:
• Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making
Documents and records management:
• Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Budget Management:
• Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Procurement Management:
• The ability to acquire goods, services or works from an outside external source
Required Skills and Experience
Education:
• Secondary education is required, preferably with certification in business administration, data management or related area.
• University degree in business administration, data management or related area will be given due consideration, but it is not a requirement.
Experience:
• Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of practical and relevant experience in administration or related areas.
• Experience in international development and the Sustainable Development Goals is an asset.
• Experience in supporting knowledge management, fact-checking and publication processes is an asset.
• Experience in preparing presentations and outreach materials is an asset.
• Experience with UNDP project management, procurement and financial management processes is an asset.
• Experience in the usage of office software packages, collaborative tools, web-based management, and documentation systems and presentation software.
• Fluency in English is required.
• Proficiency in another official UN language is an asset.
Disclaimer
- Only short-listed applicants will be contacted.
- The successful candidate will hold a UNDP letter of appointment.
- This post is for local recruitment only. It is open to citizens of the European Union (EU) member states or holders of residence and unlimited work permits for Germany.
- All travel, interview and relocation costs, if any, incurred to take up an appointment at the duty station in Bonn are at the expense of the applicant.
- This vacancy is open to all other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates
Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.
Probation
For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Right to select multiple candidates
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.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.