UNDP | Administrative Assistant

UNV Administrative Assistant - Gaza

Application Type : External Vacancy
Job ID/Title : 867 - UNV Administrative Assistant
Category : Other
Application Deadline : 29-Feb-16
Duty Station : Gaza    
Post Number :(for 100 Series Contracts)     
Languages Required :Arabic, English,
Starting Date :(date when the selected canditate is expected to start)     
Duration of Initial Contract : 10 months with possibility of extension
Expected Duration of Assignment : Immediate

Background:
The United Nations Volunteers Programme (UNV) jointly with Programme of Assistance to the Palestinian People, United Nations Development Programme (UNDP-PAPP) are seeking experienced national UN Volunteer specialist “Administrative Assistant”- for duration of 10 months with possibility of extension, based in Gaza.
 
This post is a United Nations Volunteers assignment and based on the values of free will, commitment, engagement and solidarity, which are the foundations of volunteerism. Volunteering brings benefit to the individual volunteer. It makes important contributions, economically, as well as socially. It contributes to creating social cohesion and capital, through helping to build trust and reciprocity among citizens.
The United Nations Volunteers (UNV) Programme is the UN organization that promotes volunteerism to support peace and development worldwide. Volunteerism can transform the pace and nature of development and it benefits both society at large and the individual volunteer. UNV contributes to peace and development by advocating for volunteerism globally, encouraging partners to integrate volunteerism into development programming, and mobilizing volunteers.
In most cultures volunteerism is deeply embedded in long-established, ancient traditions of sharing and support within the communities. In this context, UNV volunteers take part in various forms of volunteerism and play a role in development and peace together with co-workers, host agencies and local communities.
In all assignments, UNV volunteers promote volunteerism through their action and conduct. Engaging in volunteer activity can effectively and positively enrich their understanding of local and social realities, as well as create a bridge between themselves and the people in their host community. This will make the time they spend as UNV volunteers even more rewarding and productive.
The UN Volunteer will work under matrixed supervision; the UNV Programme Officer in East Jerusalem is the substantive and technical supervisor, while UNDP’s Head of Office in Gaza will provide administrative and operational supervision. To function effectively, it is essential that the volunteer maintains close working relationships with the Field Unit (FU’s) Programme Assistant and other key administration and programme team members of the UNDP office, and be well integrated as a member of the UNDP PAPP team.  The UN Volunteer will work under matrixed supervision; the UNV Programme Officer in East Jerusalem is the substantive and technical supervisor, while UNDP’s Head of Office in Gaza will provide administrative and operational supervision. To function effectively, it is essential that the volunteer maintains close working relationships with the Field Unit (FU’s) Programme Assistant and other key administration and programme team members of the UNDP office, and be well integrated as a member of the UNDP PAPP team.

Description of Responsibilities:

In close coordination with the UNV FU in East Jerusalem, the incumbent will be responsible for providing:
-Programme-related support;
-Volunteer-related support; and
-Administrative, operational and logistical support.

Ensure effective programme-related support, focusing on achievement of the following results:
-Meet regularly with UN Agency representatives, supervisors, and key administrative and security staff members in Gaza to develop positive working relationships; identifying any matters for discussion and raising issues on behalf of UN Volunteers.
-Assist in the preparation of the unit work plan and other planning tools such as training plan, monitoring plan, security evacuation plan etc.
-Provide the required support, where appropriate, to the UNV Programme Officer during monitoring visits to Gaza.
-Support the UNV FU in volunteerism-related activities, including International Volunteer Day (IVD) events.
-Follow up on pipeline UNV assignments with partner agencies in Gaza, ensuring the timely submission of Descriptions of Assignments (DoAs), and confirmation of funds.
-Provide guidance to UN Agencies in regards to hosting UN Volunteers, and provide support in the recruitment process, including advising on issues related to short-listing, technical tests etc.
-Advise the UNV FU regarding the use of available funds for communication/advocacy purposes.
-Draft and implement a strategy for increasing the visibility of the UNV programme in Gaza in coordination with the UNV Programme Officer.
-Conduct monitoring field visits to UN Volunteers in Gaza. These should be undertaken in close coordination with the UNDP Communications team for the purpose of drafting reports and success stories that capture the efforts of the volunteers and increase the visibility of the UNV programme.
-Arrange for bi-monthly UN Volunteer meetings for Gaza-based volunteers together with the UNV Programme Officer; ensure minutes are kept and filed, and pursue any issues of concern or areas for action.
-Support the Programme Officer/ UNV FU in the preparation of mid and end of year reporting processes.

Ensure effective volunteer-related support, focusing on achievement of the following results:
-Ensure that the documents of serving UN Volunteers in Gaza including their recognized dependents are compiled, updated and sent to the UNV FU in a timely manner.
-Monitor and keep records of the contractual status of all serving UN Volunteers and communicate with the FU to identify required follow-up actions on assignment extensions, renewals and replacements.
-Provide overall management of logistics and administration of UN Volunteers serving in Gaza including renewing UN IDs.
-Screen candidates applying for UNV positions in Gaza; participate in interviews when required, ensuring gender issues and volunteer motivation are included as part of the interview process; and compile interview reports on related dossiers for recruitment and dispatch to UNV FU in a timely manner;
-Ensure that the UN host agency undertakes adequate preparation for individual UN Volunteer assignments such as administrative support, security briefing, training facilities, equipment, office space etc. before the volunteer’s arrival;
-Deliver an orientation briefing to all UN Volunteers commencing an assignment in Gaza, in collaboration with the UNV Field Unit.
-Provide the necessary support to UN Volunteers to open bank accounts, and create vendors profiles in the ATLAS system.
-Ensure that the UNDSS database is updated on a regular basis and that required details of all serving volunteers in Gaza are recorded.
-Provide guidance and advice on Conditions of Service and administrative processes in coordination with the UNV FU.

Ensures effective administrative and logistical support, focusing on achievement of the following results:
-Perform ATLAS Finance roles related to vendor profiles and payments.
-Prepare requisitions, purchase orders and vouchers for all UNV payments in ATLAS and take timely corrective actions on incorrect requisition, purchase orders, and vouchers.
-Assist the UNV FU in the procurement of services and goods to be delivered to Gaza.
-Provide administrative support to the recruitment of local UNV candidates who are to be deployed to other countries (outgoing UN Volunteers).
-Maintain up-to-date volunteer leave records and ensure that all UN Volunteers submit their leave requests well in advance to the UNV Field Unit.
-Provide guidance and advice, in consultation with the Programme Officer, to UN Volunteers on Conditions of Service, internal circulars and other documents on relevant policies and procedures;
-Provide personal support to UN Volunteers when required and appropriate.

Furthermore, UN Volunteers are encouraged to:
-Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in activities (e.g. in International Volunteer Day);
-Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; network and build relationships with local organizations, groups or individuals, and support and/or participate in local volunteering initiatives; reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
-Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; initiate and/or participate in local volunteer groups, including assisting them in submitting stories and experiences to the World Volunteer Web site;
-Promote or advise local groups on the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever possible;

Results/Expected Outputs:
-Increased understanding among UN partners of the UNV Programme as a programmatic tool in their own operations, and among local partners of the transformative power of volunteerism and voluntary action.
-Increased UNV FU efficiency in UN Volunteer management.
-Efficient management of UNV system is ensured and client satisfaction is maintained among the volunteers and the UN agencies.
-A final statement of achievements towards volunteerism for development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

Competencies :

Corporate Competencies:
-Understands the political climate in which UNDP operates
-Builds support and political acumen
-Interprets and analyses political information to verify a fact or substantiate a case
-Demonstrates integrity by modelling the UN’s values and ethical standards
-Promotes the vision, mission, and strategic goals of UNDP
-Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
-Treats all people fairly without favouritism

Functional Competencies
-Knowledge Management and Learning
-Shares knowledge and experience
-In-depth knowledge of development issues
-Seeks and applies knowledge, information, and best practices from within and outside UNDP
-Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness
-Demonstrates excellent written and oral communication skills
-Ability to extract, interpret, analyse data and resolve problems
-Demonstrates excellent presentation skills
-Uses Information Technology effectively as a tool and resource
-Excellent written skills in both Arabic and English
-Excellent translation skills (writing and simultaneous) in both Arabic and English

Leadership and Self-Management
-Focuses on results for the client and responds positively to feedback
-Consistently approaches work with energy and a positive, constructive attitude
-Remains calm, in control and good humoured even under pressure

Learning Expectations:
-Function and operate in a multicultural setting
-Promote the achievements of UNDP Development work
-Partner and network for better results on development cooperation

Qualifications :
Qualifications, skills, experience:
-Academic background: Bachelor degree or higher in social sciences, project management, and public/business administration or similar relevant field.
-Work experience: At least three years of relevant working experience in project coordination, organizational development and/or programme administration, with a minimum one year experience working with a UN agency or international organization. Previous experience as a volunteer with volunteer management and/or promotion of volunteerism is a distinct advantage.
-Language skills: Fluency in written and spoken English and Arabic with good drafting skills.
-Computer literacy: MS Office (Word and Excel as a minimum), and prior use of UN software desirable. Experience in handling of web-based management systems is highly desirable.
-Other required skills and competencies: Working knowledge of capacity development, community outreach and resource mobilization methods; and excellent communication, networking, advocacy, negotiation and partnership-building abilities.

Living Conditions:
As this is a national UNV assignment, the incumbent will be responsible for arranging his/her own housing and other living essentials. National UN Volunteers are part of the malicious insurance plan.
For more information about the occupied Palestinian territory humanitarian context, see: www.ochaopt.org
Conditions of Service:
A 10-month contract, dependent upon availability of funding, operational necessity and satisfactory performance; monthly volunteer living allowance (VLA) intended to cover housing, basic needs and utilities, equivalent to ILS 3,630; settling-in-grant (if current residence is different from duty station); life, health, and permanent disability insurance; and resettlement allowance for satisfactory service.
UNV will provide a copy of the UNV Conditions of Service to the successful candidate together with the offer of assignment.

 

Interested and qualified candidates are kindly requested to apply on-line no later than 29 Feb 2016 to the following address:

  Apply NOW

UNV Programme
UNDP/PAPP Jerusalem
United Nations Volunteers is an equal opportunity programme which welcomes and encourages people from minorities, disadvantaged groups and women to apply.

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