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Operations Associate, Volunteer Management


  • Organization: UNDP - United Nations Development Programme
  • Location: Bonn
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Volunteerism
  • Closing Date: Closed
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories. 
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The Volunteer Services Centre (VSC) is the centre of excellence that provides HR services to more than 12,000 UN Volunteers serving agencies, funds and programmes across the UN system. VSC is responsible for providing timely and high-quality services in

•   Talent acquisition cycle (from sourcing to recruitment)
•   HR administration cycle (from hire to separation)
•   Payroll administration
•   Related guidance, customized packages and support for volunteers and UN entities globally

VSC works in close collaboration with other relevant sections at headquarters, as well as with Regional Offices and Field Units to ensure seamless and consolidated services in accordance with UN Volunteers Conditions of Service, regulations and rules, policies and internal best practices.  

Position Purpose
Reporting to the Operations Specialist, Volunteer Deployment, Management and Payroll, the Operations Associate, Volunteer Management monitors and guides the Volunteer Management team at headquarters. The incumbent works closely with a range of internal and external stakeholders to ensure consistent and efficient volunteer management. The Operations Associate, Volunteer Management promotes a collaborative, client-oriented approach and supports the maintenance of high-quality service delivery and client satisfaction.

Duties and Responsibilities

1.   UN Volunteer contracts management
  • Ensure timely and accurate determination and processing of benefits and entitlements for UN Volunteers in accordance with Conditions of Service;
  • Ensure the consistent application of policies and procedures for the contract management of UN Volunteers;
  • Guide and monitor the timely and quality delivery of volunteer management services as per the corporate key performance indicators;
  • Contribute to the development, update and maintenance of Conditions of Service and oversee their consistent application;
  • Coordinate consistent guidance to Regional Offices and Field Units on queries related to Conditions of Service, including relevant rules, regulations, policies, and administrative practices;
  • Coordinate and monitor the implementation of agreed standard communications and processes related to UN Volunteer management.

2.   Facilitation of knowledge building and knowledge sharing

  • Keep abreast of latest trends and benchmarks in management to leverage the most relevant approaches for UNV to introduce new or adjusted methods, policies and procedures for the management of UN Volunteers; 
  • Contribute to the analysis of the regional Volunteer Service Centre results, report on trends and propose changes for improvements.
  • Engage with, learn from, and make sound contributions to knowledge networks and communities of practice;
  • Synthesize lessons learned and other pertinent knowledge for operational improvements;
  • Provide inputs to the design of training materials and corporate activities towards building staff capacity at headquarters, regional and country levels in recruitment.

3.   People management

  • Supervise staff, including performance management and recommending capacity development activities;
  • Monitor the ongoing volunteer management activities to ensure timeliness and quality of work, and re-distribute work, as needed;
  • Support the Operations Specialist, Volunteer Deployment, Management and Payroll in the annual work planning and reporting process, in particular as it relates to volunteer management;
  • Provide advice on strategies, policies, processes, and systems streamlining, optimization and automation, in liaison with relevant subject matter experts, especially in the Executive Office (Legal Specialist), the Financial Resources Management Section (FRMS), the Volunteer Solution Section (VSS), and the Information and Communications Technology Section (ICTS);
  • Support Operations Associates during times of high workload;
  • Perform other duties as may be required.

Supervisory/Managerial Responsibilities: Direct supervision of GS staff. Responsible for creating an empowering work environment, performance management, and capacity development.



Achieve Results:

  • Scale up solutions and simplifies processes, balances speed and accuracy in doing work

Think Innovatively:

  • Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Learn Continuously

  • Go outside comfort zone, learn from others and support their learning

Adapt with Agility 

  • Adapt processes/approaches to new situations, involve others in change process

Act with Determination

  • Able to persevere and deal with multiple sources of pressure simultaneously

Engage and Partner

  • Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships

Enable Diversity and Inclusion

  • Facilitate conversations to bridge differences, considers in decision making 
    People Management

People Management 

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies 

Knowledge Generation   

  • Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

Operations Management

  •  Ability to effectively plan, organize, and oversee the Organization's business processes in order to convert its assets into the best results in the most efficient manner.
  • Knowledge of relevant concepts and mechanisms

Customer satisfaction/Client management

  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the customers’ real needs; Provide inputs to the development of customer service strategy; Look for ways to add value beyond clients’ immediate requests; Ability to anticipate clients’ upcoming needs and concerns.

Managing compensation and benefits   

  • Ability to design compensation plans which are aligned to current and future organization needs and market conditions; knowledge of and ability to apply the ICSC compensation methodologies and principles. Knowledge of and ability to design benefits-related processes, programmes, and tools, including benefit enrolment and amendments

Relationship management   

  • Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.

Data analysis   

  • Ability to extract, analyze and visualize data (including Real-Time Data) to form meaningful insights and aid effective decision-making.  

Data literacy

  • Understand the potential as well as the limitations of using data driven innovation.
    Ability to use a mix of data sources (quantitative, qualitative or real-time techniques) to develop understanding, identify patterns to inform decision making or identify opportunities for further exploration.
Required Skills and Experience
  • Secondary education with specialized training in human resources, business or public administration, or related field; 
  • University degree in human resources, business or public administration is desirable, but not a requirement.
  • 7 years of relevant experience in volunteer management, personnel and/or business process management;
  • Alternatively, Bachelor’s degree in a relevant field in combination with 4 years of experience in volunteer management, personnel and/or business process management may be accepted;
  • Experience in MS Office (Word, Excel, etc.);
  • Experience working in web-based management/CRM systems;
  • Experience in an international or non-profit context would be an asset;
  • Experience working with volunteer recruitment would be an asset. 

Language Requirements:

  • Fluency in English;
  • Proficiency in Spanish, French, or another official UN language would be an asset.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
  • 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 German or holders of residence and unlimited work permits for German.
 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. 
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.   
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.  
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This vacancy is now closed.
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