UNV Programme Support Associate

Details

Mission and objectives

The United Nations Volunteers (UNV) programme contributes to peace and development through volunteerism worldwide. We work with partners to integrate qualified, highly motivated and well supported UN Volunteers into development programming and promote the value and global recognition of volunteerism.

Context

The External Relations and Communications Section (ERCS) builds and nurtures corporate donor relations, leads strategically donor resource mobilization, and carries out communications and advocacy to highlight the value of volunteerism for peace and development as well as the contributions of UNV and UN Volunteers. The UNV Tokyo Liaison Office (hereafter UNV Tokyo), which represents UNV in Japan, is part of ERCS and is responsible for all matters related to Japan–UNV collaboration, including resource mobilization, mobilization of Japanese UN Volunteers, communications, advocacy and outreach to enhance visibility in Japan, and recognition of the UNV programme and Japan-UNV partnership in Japan. Reporting to the Tokyo-based Partnerships Development Specialist (PDS), the UNV Programme Support Associate supports coordination with Japanese stakeholders and implementation of programmes in line with UNV Strategic Framework. He/she provides support to build and maintain relationships with main partners, monitor the implementation of the flagship programmes, as well as provide support to managing administrative tasks at UNV Tokyo to ensure smooth operation of the office and the programmes.

Task description

Within the delegated authority and under the supervision of Partnerships Development Specialist or his/her designated mandated representative(s), the UNV Programme Support Associate will: Support the coordination and management of the process of assignment, identification and matching for candidates for UN Volunteers • Assist in liaising with key partners, such as Kwansei Gakuin University (KGU), Japan International Cooperation Agency (JICA), Ministry of Foreign Affairs (MOFA) Japan, UNDP Tokyo, and other partners to ensure an understanding of UNV’s mandate and the nature of UN Volunteer assignments; • Support the hosting agencies by ensuring timely submission of quality terms of reference, interview reports and other documents related to hosting by the participating UN agencies. Keep all partners regularly informed about the status of the programme; • Ensure effective orientation of new volunteers prior to fielding, and debriefing of volunteers upon their return to Japan; • Collaborate in the documentation of UN Youth University Volunteers’ achievements and outputs, as required; • Support interaction and follow up with UNV regional offices on the calls for Fully funded assignments. Support the implementation of resource mobilization and partnerships building • Provide logistical support for high-level events including missions of the UNV Executive Office and other senior personnel from UNV to Japan, and advocacy events in relation to the Japan partnership; • Support UNV Tokyo’s resource mobilization efforts and outreach to current and potential donors in Japan; • Provide inputs and updates to outreach andpublicity material directed towards partners and donors in Japan; • Ensure compliance with partner requirements, including planning and reporting to donors in Japan according to agreed schedules; Manage administrative matters • Assist in the implementation and streamlining of office and programme operations, including budget revision, financial reporting, donor reporting and management of the volunteer deployment cycle among others; • Assist in the preparation of the annual budget for FF volunteers and monitor the implementation of the budget; • Support the planning and maintenance of UNV Tokyo’s budget and financial records; • Prepare requisitions, vouchers and supporting documents to facilitate the timely disbursement of expenditures accrued in close collaboration with UNDP Tokyo and UNV HQ; • Negotiate contracts with Japan-based UNV service providers and vendors in accordance with established UNDP policies and procedures. • Any other related tasks as may be required or assigned by the supervisor. 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. Results/expected outputs: • As an active UNV team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNV and its beneficiaries in the accomplishment of her/his functions, including: o Key partnerships and relationships with media and other partners are established and maintained; o UNV Tokyo’s capacity is enhanced in programming, implementation and administration of flagships partnership programmes; o UNV’s visibility is strengthened through day-to-day communication and networking activities. • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed