United Nations Volunteers UNV Careers – Programme Assistant

Organization: United
Nations Volunteers (UNV) / United Nations Development Programme (UNDP)
Duty Station: Kampala,
Uganda
Post Level: G5-ICS5
Reports to: UNV
Programme Officer
About UNDP:
The United Nations Development Programme
(UNDP) is the United Nations’ global development network.  UNDP advocates for change and connects
countries to knowledge, experience and resources to help people build a better
life. The UNDP provides expert advice, training, grant support to developing
countries including Uganda with increasing emphasis on assistance to the least
developed countries.
Job Summary: The UNV
Programme Assistant, recruited locally under local UNDP contract, will be
responsible for administrative, finance and human resources requirements
related to the UNV inputs and assignments. 
The UNV Programme Assistant maintains close working relations with other
staff of the UNDP office, in both administration and programme divisions, and be
well integrated as a member of the UNDP team. The UNV Programme Assistant’s
post will impact on the UNV Country Office and programme in Uganda by ensuring
fast-tracking of the administrative and human resource services; execution of
ATLAS financial services and human capital management with quality and precise
accuracy, and; support to operations of the UNV Country Office. 
Key Duties and Responsibilities: 
1. Administrative and
logistical functions:
  • Support
    in recruitment of new UNV volunteers – organize interviews and write
    reports, send documents to UNV Headquarters. 
  • Actively
    facilitate in quick processing of deployment and induction of candidates
    to meet deadlines of recruitment dates. 
  • Prepare
    independently administrative correspondence related to UNV programme. 
  • Playing
    a key role in the thorough briefing and orientation of newly arrived UNV
    volunteers on policies and procedures, socio-economic and security
    situation, culture and in providing all the necessary materials. 
  • Issue
    UNV ID cards as well as facilitate issuance of UN ID Cards for all UNV
    volunteers.
  • Ensure
    that all UNV volunteers arriving in the country are facilitated and
    temporary accommodation arranged. 
  • Connect
    UNV volunteers with reputable house agents and car vendors and other
    service providers. 
  • Support
    UNV volunteers in opening bank accounts and obtaining visas, work permits,
    driving licenses and other necessary documents in the country. 
  • Introducing
    UNV volunteers to the UNDP Country Office and their embassies. 
  • Assist
    in the planning of UNV meetings, workshops and International Volunteer Day
    (IVD) celebrations. 
  • Ensure
    timely repatriation of UNV volunteers upon completion of their assignment.
2. Human resources functions:
  • Responsible
    for the preparation of contracts as well as contract extensions for all
    UNV volunteers. 
  • In
    charge of the preparation of insurance coverage for newly arrived UNV
    volunteers and submission to UNV Headquarters. 
  • Keeping
    comprehensive updated records of the contractual status of all serving UNV
    volunteers and advising UNV PO on need to initiate timely action on
    decisions concerning post extensions, renewals and replacements, leave
    entitlements, reporting requirements and subsequent transmission to UNV
    Headquarters.
  • Maintain
    personal/project files of all UNV volunteers ensuring that all
    correspondence and periodic reports are properly kept and matters
    requiring action are brought to the UNV PO’s attention. 
  • Ensure
    inventory of personal effects of UNV volunteers and inventory of office
    assets are forwarded to UNV HQ in a timely manner. 
  • Receive
    medical insurance claims from UNV volunteers, cross-check them and ensure
    that the figures correspond with the original receipts and forward them to
    UNV PO for signature and then give them back to UNV volunteers for forward
    transmission to Vanbreda International for reimbursement. 
  • Maintain
    an up-to-date leave records and ensure that all UNV volunteers submit
    their leave requests well in advance to UNV Country Office.
3. Financial functions:
  • In
    charge of the preparation of all types of vouchers for all UNV payments in
    ATLAS, link them to Purchase Orders (POs), budget check, and ensure
    supporting documents for payments are attached. 
  • Maintenance
    of all expenditures control system which ensures that vouchers processed
    are matched and completed transactions are correctly recorded and posted
    in ATLAS. 
  • Intuitively
    review claims such as travel claims, entry medical bills, hazard
    allowance, transportation refund, and any other entitlements are duly
    processed in ATLAS. 
  • Timely
    corrective actions on un-posted vouchers including the vouchers with
    budget check errors match exceptions, unapproved vouchers. 
  • Presentation
    of information on the status of financial resource as required.
4. Programme-related
functions:
  • Provide
    the required inputs, where appropriate, to the UNV Programme Officer in
    managing and monitoring projects under his/her responsibility.
  • Search
    for the required financial information on expenditures to assist the UNV
    Programme Officer in the preparation of project budgets and also subsequent
    revisions.
  • Maintain
    and up-date project budget cards and assist in monitoring project
    expenditures.
  • Act
    upon and follow-up on pipeline posts with partner agencies particularly in
    the timely submission of Terms of Reference, confirmation of funds, clearance
    of candidates etc.
  • Collect,
    through interviews or other means, information on the activities of UNV
    volunteers with the view to documenting best practices/experiences of
    volunteer contributions including follow-up on UNV progress reports.
5. Other functions: Perform other functions as may be assigned by
the UNV PO
Qualifications, Skills and Experience: 
  • The
    ideal candidate for the United Nations UN Volunteers Programme Assistant
    Job must have completed secondary school education. Possession of a University
    degree in Business or Public Administration will be an added advantage.
  • Hold
    a certificate in financial and human resource services, and certification
    in computer programming and office management. 
  • At
    least five years of progressive and relevant work experience in
    administration, finance and human resource.
  • Excellent
    organizational skills, ability to work with very minimum supervision,
    initiative and sound judgment
  • Good
    working knowledge of computers and office software packages and handling
    of web-based management system.
Language requirements: 
Fluency in spoken English and other local languages in Uganda. Proven
ability to write clearly and concisely in English language.
Personal Competencies:
Motivation and commitment:
  • Ability
    to take initiative and work with minimum supervision. 
  • Demonstrates
    commitment to the UNV programme and all other clients within the UN
    System, Government, multilateral and bilateral donors. 
  • Demonstrates
    integrity by modeling the UN’s values and ethical standards.
  • Past
    experience and indicate willingness to encourage and relate to
    volunteerism, and to identify with the concept.
  • Displays
    sensitivity to cultural, gender, religion, race and other
    backgrounds. 
  • Possess
    excellent interpersonal skills especially in dealing with various partners
    including UNV volunteers.
2. Organisational and
operational effectiveness:
  • Good
    time management and organisational ability. 
  • Ability
    to perform a variety of tasks related to financial resource management,
    including screening and collecting documentation, and filing. 
  • Good
    knowledge of financial and administrative rules. 
  • Ability
    to provide inputs to business processes and adapt to new systems.
3. Leadership and self
management:
  • Focuses
    on result for the client and responds positively to feedback. 
  • Consistently
    approach work with energy and, a positive and constructive attitude. 
  • Remains
    calm, in control and good humored even when under pressure.
  • Demonstrates
    openness to change and ability to receive/integrate feedback.
4. Self-development: Actively works towards continuing personal
learning and development in one or more practice areas, acts on learning plan
and applies newly acquired skills.
UNDP is committed to achieving
workforce diversity in terms of gender, nationality and culture. Individuals
from minority groups, indigenous groups and persons with disabilities are
equally encouraged to apply. All applications will be treated with the
strictest confidence.
How to Apply:
All suitably qualified and
interested candidates who so desire to join the United Nations Development
Programme, UNDP, in the aforementioned capacity should endeavor to Apply Online
by Clicking on the link below. Please further review job requirements and if
competent Click Apply Now.
Deadline: 21st November 2014

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