Programme Assistant (UNV Field Unit)

Mission and objectivesThe 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, UN 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, UN 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 UN Volunteers even more rewarding and productive.

ContextIn line with the outcomes of the UNV Strategic Framework 2018-21, the UNV Programme has initiated a transformation process since 2017 that led to the regionalization and decentralization of certain functions and the restructuring of UNV Field Units. As a result, 5 regional offices were created in Bangkok, Dakar, Nairobi, Amman and Panama whose main objectives are 1/ support Member States in the SDGs implementation through volunteer promotion and 2/ mobilise UN Volunteers to support the mandate and programmes of the UN system at large. At the country level, UNV Field Units directly engage with partners such as the government and UN Agencies in order to promote volunteerism as a strategic means to implement national development programmes. The UNV Programme works directly with the UN system to propose integrated volunteer solutions that can support the implementation of their mandates and operations.

Task DescriptionWithin the delegated authority and under the supervision of UNV Country Coordinator or his/her designated mandated representative(s), the UNV Programme and Administrative Assistant (UNV Field Unit) will: • Support to the deployment and management of UN Volunteers.  Provide logistics and administrative support to UN host agencies and UN Volunteers in the recruitment and volunteer management processes: • Selection of candidates·  Support to host entities in the coordination, organisation of candidates’ assessment (e.g. interviews, written tests, desk reviews)·  Submit all relevant documents related to the selection of candidates to VSC (Volunteer Service Centre at UNV HQ) for their action (e.g. interview reports). • Arrival and onboarding of UN Volunteers·  Support issuance of residence permits, UNV ID cards and access to e-Services for UN Volunteers and their supervisors·  Conduct administrative briefings, including on the use of QUANTUM e-services·  Arrange mandatory security briefings.  Coordinate briefings with host agency and obtain host agency email address for UN Volunteers ·  In close coordination with VSC, confirm UN Volunteers’ entry on duty date and ensure that UN Volunteer’s contracts and beneficiary forms are signed, completed and uploaded onto UVP.  Support the UN Volunteers with procedures on bank accounts, completion of forms related to visas, resident permits, etc.  Support UN Volunteers in the issuance of resident permits/visas, UNV ID cards and all systems such as e-services, UVP.  Conduct and coordinate orientation sessions for newly arrived UN Volunteers including on administrative procedures and volunteer engagement in the country.  Facilitate and coordinate the onboarding sessions for newly arrived UN Volunteers with host entities and obtain professional email addresses  Confirm the arrival of UN Volunteers and their dependents to VSC;  Ensure that contracts, beneficiary forms and all related forms are completed, signed and shared with VSC. • Support during the assignment  Monitor the contractual status of UN Volunteers and liaise with the host entities on extensions, repatriations. Keep VSC informed  Follow up on the payroll management and collect all relevant information to home visits, MORSS reimbursements, travel claims, etc.  Provide logistics and administrative support in emergency cases such as medical and/or security evacuations under the guidance of the Country Coordinator.  Support the UN Volunteers in processing travel requests and claims for all UNV specific training activities and workshops.  Support the UN Volunteers in their end of assignment administrative process, including exit visas, final checklist, Resettlement Allowance payments, etc.  Guide and support UN Volunteers in their request for home visits.  Maintain volunteer records updated in UVP.  Maintain an updated list of all serving UN Volunteers, with contacts, including their dependents  Support UNDP Country Office Finance in the management of the UNV payroll if / when required. • Support to UNV Field Unit  Effective and efficient support to the Country Coordinator and UN partners in advocacy and outreach campaigns  Timely provision of information and data related to volunteer management, UNV field office assets, finance/procurement and administrative inputs required for UNV’s corporate exercises.  Support onsite and online volunteer mobilization that increases the total number of volunteers in Nigeria  Effective and efficient support in the Volunteer Management Cycle in cooperation with VSC (talent sources compilation, initial onboarding, monitoring contractual status, logistical arrangements, medical and security evacuations if applicable, end of assignment formalities).  Act as a focal point for online volunteers and accreditation of OV service organisations, focusing on supporting Host Entities with developing OV opportunities through advocacy engagements and promoting the concept of OV.  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 during 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:  Timely and excellent administrative support provided to UN host agencies in the selection, recruitment process in close collaboration with VSC.  High level of satisfaction among UN Volunteers on the quality of the support provided from the time of their arrival, during and upon completion of their assignments.  Quality in onboarding and information briefings related to administration and volunteer engagement.  Efficient and timely support in emergency situations.  Updated list of UN Volunteers is always available , and includes dependents  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.  The development of capacity through coaching, mentoring and formal on-the-job training, when working with (including supervising) national staff or (non-) governmental counterparts, including Implementing Partners (IPs);  Support for online and onsite volunteer mobilization increase the number of online and onsite volunteers in country.  Increased in number of organizations registered for OV services through support to Host Entities on obtaining accreditation and the development of OV opportunities.  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.

Competencies and values Professionalism: demonstrated understanding of operations relevant to technical capabilities or knowledge relevant or transferrable to UN Volunteer Programme procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; ability to manage information objectively, accurately and confidentially; responsive and client-oriented;  Integrity: demonstrate the values and ethical standards of the UN and the UN Volunteer Programme in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority;  Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues;  Commitment to continuous learning.  Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities;  Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups;  Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary;  Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards the UN Volunteer Programme’s mission and vision, as well as to the UN Core Values.

Living conditions and remarksAbuja is the capital city of Nigeria located within the Federal Capital Territory (FCT). It is a planned city and was built mainly in the 1980s, replacing the country's most populous city of Lagos as the capital on 12 December 1991. As of 2015, the city is experiencing an annual growth of at least 35%, retaining its position as the fastest-growing city on the African continent and one of the fastest-growing in the world. The city can be accessed by Air, Road or Rail. Abuja is housed by many expatriate and diplomatic communities. Cost of living in Abuja varies but could be termed as high considering the class of people residing in the city. Terrorism is the main threat in the Abuja. General crime is also prevalent. UN staff members are advised to stay only in UNDSS assessed hotels and residential areas. As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.