Team Assistant

  • Added Date: Tuesday, 14 May 2019
  • Deadline Date: Wednesday, 29 May 2019

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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, 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.

The UN Volunteer will work  with WHO under the direct supervision and the general guidance of the relevant Programme or Technical Officer. The supervisor gives instructions on non-routine matters and ensures on-going support through job training and technical guidance. Routine tasks are performed independently within detailed guidelines. Overall supervision received is focused on the successful delivery of client oriented and efficient execution of operational services.

The WHO Office in the occupied Palestinian territory is the principal technical adviser to the Palestinian Ministry of Health providing advice and support to strengthen health services, address public health issues and promote research for health. WHO is also lead of the humanitarian Health and Nutrition Cluster, coordinating the assistance provided by international and local partners to the health sector.

As the lead health agency, WHO works with many partners, including United Nations agencies, donors, nongovernmental organizations, universities and the private sector to support the Palestinian Authority to reach their national health development goals and to ensure that efforts of all these organizations are coordinated.

Learning and development are a central part of the UN Youth Volunteer’s assignment and take place before, during and after his or her assignment in the field. Ideally, offering diverse opportunities for learning and development aim to strengthen the volunteer’s skills and competences, improve the quality of the assignment and keep the volunteer’s motivation high.

Supervision, induction and duty of care of UN Volunteers

UN Volunteers should be provided equal duty of care as extended to all host entity personnel. Host entity support to the UN Volunteer includes, but is not limited to:

  • Introductory briefings about the organisation and office-related context including security, emergency procedures, good cultural practice and orientation to the local environment;
  • Support with arrival administration including setting-up of bank accounts, residence permit applications and completion of other official processes as required by the host government or host entity;
  • Structured guidance, mentoring and coaching by a supervisor including a clear workplan and performance appraisal;
  • Access to office space, equipment, IT support and any other systems and tools required to complete the objectives of the assignment including a host entity email address;
  • Access to shared host entity corporate knowledge, training and learning; ​
  • Inclusion of the volunteer in emergency procedures such as evacuations;
  • Leave management;
  • DSA for official travel, when applicable​;
  • All changes in the Description of Assignment occurring between recruitment and arrival or during the assignment need to be formalized with the United Nations Volunteer Programme.

Learning elements for the UN Youth Volunteer include the development of:

  • Professional skills: including specific competencies and reflection on assignment-related abilities; and on-the-job skills such as time management, problem solving, team building; and career preparedness such as interview skills, CV preparation, job searching.
  • Inter-personal skills: including communication and listening skills; multi-cultural awareness and cultural competency; and conflict and stress management.
  • Volunteering-related skills: including leadership; civic responsibility; and engagement and active participation.

Beyond the learning opportunities provided by UNV, the host agency will support knowledge and capacity development in the technical areas that are relevant to the UN Youth Volunteer’s assignment. The host agency will provide, at its expense, UN Youth Volunteers with equal opportunity to participate in training courses and workshops offered to its personnel.

 

 

Under the direct supervision of Head of Sub Office the UN Volunteer will undertake the following tasks:

  • Keep a repository of all the documents, technical papers and reports relevant to the programme/project.
  • Support in establishment and maintenance of proper filling system for all the programme/project activities.
  • Receipt, screening and processing of incoming correspondence and requests; compilation of background information and submission to the staff concerned; draw their attention to specific issues/problems as necessary.
  • Follow up with respective staff on timely reply to correspondence and queries.
  • Update and maintenance of information databases, such as mailing lists, document tracking systems and reporting systems on the status and completion of technical projects and programmes.
  • Administrative arrangements for field visits and duty travel of project and programme staff, consultants and visiting missions, follow up with administrative staff on ticket and hotel reservations and security clearances.
  • On the basis of general instructions, search of files and records and selection of information for use in preparing correspondence, reports, project or programme plans.
  • Formatting of letters, reports, technical documents, manuscripts, newsletters and other material in accordance with standard operating procedures.
  • Arrangements for the preparation and organisation of technical and programmatic meetings, conferences, seminars, workshop, courses and other events, including activities such as implementation of logistics, preparation of invitations letters and follow up on travel and hotel arrangements, travel authorisations/claims, etc.
  • Typing, compilation and distribution of working documents, photocopying and preparing files and other material for various events.
  • Support in the Initiating and processing of different transactions on the system (GSM), including procurement of services. Following up with concerned parties the receipt of deliverables and finalization of payments.
  •  Supplier creation and management.

 

Furthermore, UN Volunteers are required to:

  • 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;
  • 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.;
  • 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

  • Efficient, timely, responsive, client-friendly and high-quality support rendered to WHO and its staff, including: Effective management for repository of all documents and correspondents is achieved;
  • smooth administrative procedures in terms of project implementation, arrangements of meetings and field visits and the proper processing and filing of documentation and records is achieved.
  • 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);
  • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment

 

 

     

  • Integrity and professionalism: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take ownership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confidentially; responsive and client-oriented.
  • Accountability: mature and responsible; ability to operate in compliance with organizational rules and regulations.
  • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.
  • 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.
  • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender;
  • 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; ability to maintain composure and remain helpful towards the staff, but objective, without showing personal interest; capacity to transfer information and knowledge to a wide range of different target groups;
  • Flexibility, adaptability, and ability and willingness to operate independently in austere, remote and potentially hazardous environments for protracted periods, involving physical hardship and little comfort, and including possible extensive travel within the area of operations; willingness to transfer to other duty stations within area of operations as may be necessary;
  • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards the UN core values.

 

EducationRequired Degree Level:   Bachelor's degree

Type of degree: University degree in business administration, social sciences or related field

Required Experience: minimum years of experience 1-2 years of experience in administration.

Experience Description:

-Ability to operate PC and good knowledge of Microsoft applications including Excel.

- Good drafting skills

- Ability to adapt deal with people of diverse educational and cultural backgrounds

- Fluency in Arabic and English

United Nations Volunteers is an equal opportunity programme which welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, nationality and culture.

United Nations Volunteers reserves the right to select one or more candidates from this announcement.  We may also retain applications and consider candidates applying to this opening for other openings with United Nations Volunteers with similar assignment description, experience and educational requirements.

Contract Duration: 12 months

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