The UNV Field Units (FU) are mainly accountable for the mobilization and placement of UN Volunteers in UN Agencies, Funds, and Programmes focused on peace, development and humanitarian needs. The UNV Field Units represent and position UNV in the respective countries and bring UNV’s services and solutions closer to its partners from governments, UN entities, civil society and private sector.
Under the primary supervisor of the Programme Analyst, the Programme Assistant provides administrative and operational assistance in UNV Field Unit, in support of volunteer mobilization and deployment. For the regional responsibilities, the Portfolio Manager in the Regional Office is the secondary supervisor. The primary focus of the Programme Assistant in Burkina Faso is to support the agencies and volunteers assigned in Burkina Faso, however support to other Field Units in West and Central Africa region may be required as per the request of the UNV Regional Office in Dakar.
Volunteer mobilization and deployment support:
- Support the deployment and assignment management of all on-site UN Volunteer modalities using the online systems UNV is using (i.e. VMAM);
- Support the recruitment of national UN Volunteers, including identification, updating and maintaining a national UN Volunteers local candidate talent pool;
- Maintain electronic files of all UN Volunteers assigned to the country, 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;
- 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, beneficiary forms and inventories of personal effects of UN Volunteers are up-to-date, uploaded in the required systems and/or submitted 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 as required;
- 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.
- Provide support to other UNV Field Units in West and Central Africa region remotely or on short-term field missions, as required.
Administrative and logistical support:
- 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, leave management, separations, etc.;
- Provide support in monitoring and implementing the FU budget, including taking required action in Atlas, and in reporting expenses;
- Support in the planning and organization of field visits in the country, as well as visits of staff from UNV Headquarters and/or from the Regional Office in Dakar;
- Perform other administrative duties, including to other Field Units in the region, as requested.
Ability to make new and useful ideas work
Ability to persuade others to follow
Ability to improve performance and satisfaction
Ability to listen, adapt, persuade and transform
Ability to get things done while exercising good judgement
Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs
Ability to identify and execute opportunities to improve operational efficiency
Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled
Ability to engage and foster strategic partnerships with other parties, inter-agency coordination and forge productive working relationships
Ability to plan, organize, motivate, and control resources, procedures and protocols to achieve specific goals
Ability to capture, develop, share and effectively use information and knowledge
- Completed secondary education;
- Certification in administration, accounting or finance desirable
- 5 years of relevant experience in administration and/or programme support services.
- Fluency in English and French.
- Experience using computers and office software packages (ERP, MS Word, Excel, PowerPoint, etc.);
- Experience in handling of web-based management systems is highly desirable;
- Willingness to learn the application of new systems and digital solutions.
Important applicant information
All posts in the GS categories are subject to local recruitment.
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.
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Contract Duration: 1 Year with possibility for extension