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UNV Administrative and Advocacy Assistant
UNV
 Section/Unit: UNV Office
 Grade Level: National volunteer assignemnt
 Supervisor: UNV Programe Officer
 No. of Post: 1
 Duty Station: Khartoum
 Duration: 6 months (with the possibility of extension based on performance/funding)
 Closing Date: 25 August 2016

 
 Background:

Organizational Context: The UNV Field Unit works with the UNDP Country Office Sudan and UNV Headquarters in managing the UNV programme component at country level. The UNV Field Unit is composed of a UNV Programme Officer who coordinates the UNV Programme in Sudan and a Programme Assistant who is responsible for the operational and administration of UN Volunteers. The UNV Field Unit’s scope of work and support is extended to the entire UN system. The UNV Field Unit has a dual administrative-programmatic responsibility: (a) administration of the UN Volunteers serving in the country; and (b) project/programme development and management to promote and enable the contribution of volunteerism to various humanitarian, peace and development efforts in the country and (c) advocacy and visibility through a wide range of activities related to the promotion of volunteerism in Sudan .


Brief Project Description:
This assignment is in support to the UNV Field Unit based at the UNDP Country Office who currently manages between 70 and 90 UN Volunteers, both national and international, assigned to different Duty Stations in Sudan, in various States such as Khartoum (Khartoum), Kassala (Kassala), Gedaref (Gedaref and Ghirba), South Darfur (Nyala), Central Darfur (Mukjar and Zalingei), West Darfur (El Geneina, Habila), North Darfur (El Fasher), White Nile (Kosti). Most of the Volunteers are currently serving with UNDP, UNHCR, UNICEF, UNFPA, UNWOMEN, WFP, FAO etc, in different sectors, such as HR, Communication, Protection, Coordination, WASH, Nutrition, Supply, M&E. In this regard, the UNV Field Unit works to ensure timely recruitment and deployment, and to support the Volunteers in different aspects related to their
entitlements. Moreover, the UNV FU supports Volunteers’ career development through assisting them applying for learning allowances and, when applicable, through organizing ad hoc trainings on specific topics, in coordination with the UNV HQ. The UNV FU supports the recruitment, travel and resettlement procedures for Sudanese recruited abroad as international UN Volunteers. The UNV FU identifies opportunities for programmatic partnerships with UN entities, institutional counterparts, GoS, and with the local communities, aiming at including Volunteerism as a key element for ensuring community ownership and sustainability to development objectives relevant to the UNV’s strategic priorities. Besides this, the UNV FU also works for promoting advocacy campaigns, through resources mobilization and in cooperation with other UN Agencies or local actors and is directly involved in the promotion and organization of UN celebrations relevant to UNV’s mandate, such as International Volunteer Day, National Volunteer Day, Youth Day etc. In order to capture and reflect the fundamental contribution of Volunteerism to peace and development, the UNV FU works for collecting success stories, documenting and disseminating them through innovative communication materials, including, but not limited to, Social Medias, UNV website, photo galleries, articles, newsletter etc



 
 Duties and responsibilities:

Under the direct supervision of UNV Programme Officer, the UNV Administrative and Advocacy Assistant will undertake the following tasks:
Administrative/Logistics duties
 Undertake all the tasks according to an arrival check list, to ensure that all UN Volunteers arriving for the first time in the country are met and arrangements made for temporary accommodation, while UN Volunteers try to secure permanent accommodation.
 Provide the necessary support to UN Volunteers in opening bank accounts as well in as completing various forms required to obtain residence permits.
 Maintain all inventory of all UNV-supplied, non-expandable equipment as well as stock-record cards for items purchased for UNV-executed project and such are submitted to UNV headquarters.
 Prepare, when required, in consultation with the UNV Programme Officer, travel authorization for UN Volunteers in the country.
 Undertake the tasks assigned by the UNV Programme Officer in recruitment, briefing, debriefing and also in the overall management of UN Volunteers in the country.
 Perform functions related to carrying out survey on housing and utilities relevant to UNV and ensures that the results are communicated to UNV headquarters.
Programme-related duties
 Provide the required inputs, where appropriate, to the UNV Programme Officer in managing and monitoring project under his/her responsibility.
 Assist the UNV Programme Officer in tracking project implementation, provide expenditure reports, support project-related recruitment procedures, provide input in project financial and activities’ monitoring reports.
 Search for the required financial information on expenditures to assist the UNV Programme Officer in the preparation of the project budgets, annual work plans and also subsequent revisions.
 Act upon and follow-up pipeline posts with partner agencies particularly in the timely submission of Descriptions of Assignment, confirmation of funds, clearance of candidates, etc.
 Compile project-related information for communication purposes.
UN Volunteers’ management-related duties (in collaboration with UNV Programme Assistant).
 Maintain personnel files of all UN Volunteers assigned to the country, ensuring that all correspondence and periodic reports (online) are properly kept and that matters requiring action are brought to the attention of the UNV Programme Officer.
 Keep records of the contractual status of all serving UN Volunteers and flags to UNV-Programme Officer follow-up actions on post extensions, renewals and replacements.
 Maintain up-to-date leave records and ensures that all UN Volunteers submit their leave request well in advance to the UNDP office (particular attention is given to leave entitlements) as part of the annual reporting requirement, submit it to UNV headquarters copies of the final leave records for all departing UN Volunteers.
 Ensures that inventories of personal effects of UN Volunteers are compiled, updated and sent to UNV headquarters in a timely manner in accordance with the relevant provisions included in the Field Security handbooks as well as in the UNV Conditions of service.
 Processing recruitment check list, contracts both initial contract and contract extensions of all UN Volunteers in the ten states of Southern Sudan.
 Participate to the recruitment process and ensure that the recruitment procedures adhere to the national law and internal rules and regulations of UNV/UNDP.
 Responsible for security clearance of the newly arrived UN Volunteers.
 Taking folder to particular units to secure signatures e.g. contracts, vendors, etc.
 Assist in the management and coordination of the UN Volunteers serving in UNICEF by supporting the Human Resources Unit in UNICEF, with special reference to assist in organizing recruitments, monitoring and following up on Volunteers’ contractual status, following up on due allowances and entitlements, filing and archiving documents, monitoring Annual Leave, ensuring timely completion and submission of Performance Evaluation Report.
Advocacy
 Document all the activities of the UN Volunteers through photography and press-releases.
 Maintain database of local and international partners.
 Lead outreach efforts with the local population.
 Support the UNV Programme Officer in the planning and implementation of activities associated with annual celebrations, such as International Women’s Day, International Youth Day, International Volunteers Day (IVD), among others.
 Maintain UNV presence in Facebook and increase number of contacts.
 Conduct workshops on issues related to volunteerism for peace and development.
 Collect through interviews or other means, information on the activities of all UN Volunteers with the view to documenting best practice/experience of volunteers’ contributions including follow-up on UNV progress reports.
 Support the UNV Field Unit in Khartoum and UNICEF in exploring opportunities for Joint UNV/UNICEF Projects, Programmes, and Volunteer activities that involve the international and national Volunteers serving in the field and in the capital.
 Performing other duties, as assigned, related to the area of advocacy.
Promotion of the United Nations Volunteers Programme mandate1
UN volunteers are expected to integrate the UN Volunteers Programme mandate within their assignment as well as promote voluntary action through engagement with communities (urban & rural) during the course of their work. As such UN volunteers should dedicate a proportion of their working week to the following in support of and in synergy with his/her primary role as UNV Administrative and Advocacy Assistant.
 Strengthen knowledge and understanding of the influence and impact of voluntary action by communities in Sudan through the following:
o research of the subject matter,
o develop knowledge of non-profit community based organizations developing new or applying traditional methods in engaging with communities,
o undertake awareness-raising (promotion) activities for increased community participation and action,
.
o encourage local people to volunteer thought and action to enhancing their community.
 Build relationships with a wide range (private/public) local organizations, groups or individuals and support and/or participate in community driven voluntary activities and assist them to tell their stories to the World Volunteer Web site;
 Encourage, mobilize and support co-workers and fellow UN volunteers to better understand the connections between community participation and voluntarism;
 Monitor on a continual basis the impact of policy reform on voluntary action at the community level;
 Contribute to articles/write-ups on the findings from the monitoring process and experiences from the above outlined activities and submit them to UNV publications/websites, newsletters, press releases, etc.;
 Promote and/or advise local groups in the use of OV (online volunteering), and encourage relevant local individuals and groups to use OV whenever technically possible

Results/Expected Output:
 Newly arrived UN Volunteers are fully briefed, have their housing arrangements ready, and are supported in setting up their bank accounts.
 Inventories of personal effects are maintained, updated and filed.
 Support on programming issues provided, as required.
 UNV personal files updated.
 Contractual status for each UN Volunteer updated.
 Annual leave / R&R reports for each UN Volunteer updated.
 Documentation of photo-stories of UNV initiatives available.
 Support on the production of advocacy materials provided.
 Workshops in Arabic for the promotion of volunteerism for peace and development.
 Monthly statistics on UN Volunteers updated.
 A final statement of achievements towards volunteerism for development during your assignment such as specific quantification of mobilized volunteers, activities, capacities.


 
 Minimum Qualification, Skills and Experience Required:

a) Qualifications, skills, experience
 Secondary School Education a Diploma in Business Administration, Social Science or Journalism.
 Experience: Minimum four years working relevant experience in administration and management
 Interest for journalism and photography; Skills in graphic design are a plus
 Advanced knowledge of Powerpoint, Publisher, Word and Excel.
 Training skills are a plus.
 Excellent drafting skills in English and Arabic.
 Interest on peace and development issues.
 Former experience as a volunteer is an asset.
 Strong interest on becoming part of a dynamic team, ability to work under pressure and meet tight deadlines.
b) Competencies and values
 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.


Living Conditions:
The position will be based in the UNV Field Unit/UNDP Sudan Country Office in Khartoum. Khartoum is classified as a family duty station (C), with a modestly good level of services, accommodation and facilities. It is a relatively safe environment sometimes marked by small criminality or anti-western public demonstrations. MORSS compliance is required.
 

Conditions of Service

A 6 - month contract; with subsequent contract extensions subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of re-newal of the assignment.
Travel to duty station (if applicable) and a Settling-In-Grant will be provided in the event duty station is not within commuting distance from the place of recruitment. A Volunteer Living Al-lowance (VLA) of 942 USD is provided monthly to cover housing, utilities and normal cost of living expenses. Life, health and permanent disability insurance are included (health insurance for up to 3 dependents), as well as final repatriation (if applicable) and resettlement allowance for satisfactory service

We are committed to achieving diversity in terms of gender, nationality and culture.urrent residence is different from duty station); life, health and permanent disability insurance; return airfares (if applicable); resettlement allowance for satisfactory service.









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