Duties and Responsibilities
Functions / Key Results Expected
Summary of Key Functions:
Volunteer programme-related support
Volunteer-related support
Administrative and logistical support
Ensures effective volunteer programme-related support, focusing on achievement of the following results:
Act upon and follow-up on pipeline of UN Volunteer assignments with partner agencies, particularly in the timely submission of Descriptions of Assignment, confirmation of funds, clearance of candidates, etc.
Liaise with agencies to explain, receive and finalize UNV Descriptions of Assignments.
Follow-up on UN Volunteer candidatures submitted for posts by UNV HQ to expedite the decision-making process by agencies and project authorities concerned.
Support the supervisor in volunteer programme related activities, including International Volunteer Day (IVD) events.
Ensures effective volunteer recruitment and management support, focusing on achievement of the following results:
Maintain volunteer files of all UN Volunteers assigned to Senegal and Gambia, ensuring that all correspondence and periodic reports (online) are properly kept, and that related matters requiring action are brought to the attention of his/her supervisor.
Monitor and keep records of the contractual status of all serving UN Volunteers and flag to his/her supervisor follow-up actions on assignment extensions, renewals and replacements.
Use UNV online management tools to facilitate Volunteer Mobilization and Management.
Maintain up-to-date volunteer leave records and ensure that all UN Volunteers manage absences as per the UN Volunteer Conditions of Service.
Maintain up to date contact records of all serving UN Volunteers, including their recognized dependents.
Ensure that initial contract documents, hiring in ATLAS, CIGNA cards, beneficiary forms and inventories of personal effects of UN Volunteers are up-to-date, updated and sent to UNV headquarters in a timely manner, in accordance with the relevant provisions included in the UN Security Handbook as well as in the UN Volunteer Conditions of Service.
Liaise with UNV HQ and/or country of recruitment on the logistical and travel arrangements of arriving UN Volunteers and his/her recognized dependents.
Facilitate government clearance and entry visas of incoming UN Volunteers and their recognized dependents.
Provide the necessary support to UN Volunteers upon arrival, to open bank accounts as well as to complete forms required to obtain visas, residence permits, etc.
Undertake tasks for the local support of the UN Volunteers and recognized dependents in the country including in the cases of medical evacuation, security evacuations or the death of a UN Volunteer.
Ensure all conditions are met before the payment of final entitlements to UN Volunteers at the end of their assignment.
Facilitate the recruitment process (both local and international) by creating and managing DOAs in VMAM assisting host agency in DOA drafting, shortlisting and interview
In close coordination with UNDP country office and HQ, ensure that all payment related to volunteers’ assignment are made in timely manner (enter the payroll monthly in ATLAS including VLA, DSA, Medical fees, Training reimbursement, reimbursement of security fees, RSA etc.)
Ensure coordination among Volunteers, host agencies and HQ concerning arrival and departure
Ensure Volunteers’ administrative briefing upon arrival
Ensures effective administrative and logistical support, focusing on achievement of the following results:
Maintain inventories of all UNV-supplied, non-expendable equipment, and ensure records of all items purchased for UNV-executed projects are submitted to UNV headquarters.
Maintain general office files and keep information and reference material in a manner that allows easy reference and retrieval.
Perform relevant ATLAS HCM roles related for contract management, payroll validation, earnings and deductions, leave management, separations, etc.
Provide support in updating and maintaining a national UN Volunteers local candidates talent pools and recruitment of volunteers.
Perform other administrative duties as may be required.
Impact of Results
Achievement of key results has an impact on the efficiency and effectiveness of the UNV field unit, and strengthens the capacity of the office to promote the image of UNV as an effective contributor to the development of the country.
Competencies
Functional Competencies
Promoting Organizational Learning and Knowledge Sharing
Basic research and analysis
Documents innovative strategies and new approaches
Identifies and communicates opportunities to promote learning and knowledge sharing
Develops awareness of the various internal/external learning and knowledge-sharing resources
Job Knowledge/Technical Expertise
Fundamental knowledge of processes, methods and procedures
Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Identifies new and better approaches to work processes and incorporates same in own work
Strives to keep job knowledge up-to-date through self-directed study and other means of learning
Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Presentation of information on best practices in organizational change
Demonstrates ability to identify problems and proposes solutions
Documents processes to support change initiatives
Strategic Alignment of Management Practice (HQ & RSCs)
Collecting information, identifying best practice
Understands the organizational structure, knows key functional and operational areas of organizational units and provides inputs to the delivery of management systems and services
Design and Implementation of Management Systems
Data gathering and implementation of management systems
Uses information/databases/other management systems
Client Orientation
Maintains effective client relationships
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Responds to client needs promptly
Promoting Accountability and Results-Based Management
Gathering and disseminating information
Prepares timely inputs to reports
Maintains databases
Core Competencies
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Self-development, initiative-taking
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Managing conflict
Learning and sharing knowledge and encourage the learning of others
Informed and transparent decision making
Required Skills and Experience
Education
Secondary education.
Certification in administration, accounting or finance desirable.
Experience
5 years of relevant experience in administration and/or programme support services.
Extensive experience using computers and office software packages (ERP, MS Word, Excel, PowerPoint, etc.).
Experience in handling of web-based management systems is highly desirable. Experience with ATLAS is an asset
Language Requirements
Fluency in French and knowledge in English is desirable
