The UNV Country Operations Assistant is assigned to the office of the UNDP Resident Representative to work with the UNV Programme Officer to provide support to UNV activities in the country.
The UNV Country Operations Assistant, recruited locally under local UNDP contract, would primarily be responsible for personnel and administrative requirements related to the UNV inputs/assignments, in order to relieve the UNV Programme Officer of certain operational tasks so that the latter can devote most of his/her time to programming, monitoring and backstopping responsibilities as reflected in his/her job description.
The UNV Country Operations Assistant works under the direct supervision of the UNV Programme Officer through whom he/she reports to the UNDP Resident Representative. To function effectively, it is essential that the UNV Country Operations 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.
Summary of Key Functions:
1. Personnel-related matters:
a) 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.
b) 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.
c) Maintain up-to-date leave records and ensures that all UN volunteers submit their leave requests well in advance to the UNDP office (particular attention is given to final leave entitlements); as part of the annual reporting requirement, submit to UNV headquarters copies of the final leave records for all departing UN volunteers.
d) Ensure 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.
2. Administrative/Logistical Support:
a) Undertake all the tasks, according to a checklist, to ensure that all UN volunteers arriving for the first time in the country are met and arrangements made for temporary accommodation, while the UN volunteer tries to secure permanent accommodation.
b) Provide the necessary support to UN volunteers in opening bank accounts as well as in completing various forms required to obtain residence permits, driving license etc.
c) Maintain inventories of all UNV-supplied, non-expandable equipment as well as stock-record cards for all items purchased for UNV-executed projects and such are submitted to UNV headquarters.
d) Prepare, when required, in consultation with project manager and/or the UNV Programme Officer, travel authorization for UN volunteers in connection with their in-country duty-related travels.
e) Undertake tasks assigned by the PO in recruitment, briefing, de-briefing and also in the overall management of UN volunteers in the country.
f) Perform functions related to carrying out surveys on housing and utilities relevant to UNV and ensures that the results are communicated to UNV headquarters.
3. Programme-related matters:
a) Provide the required inputs, where appropriate, to the UNV Programme Officer in managing and monitoring projects under his/her responsibility.
b) Search for the required financial information on expenditures to assist the UNV Programme Officer in the preparation of project budgets and also subsequent revisions.
c) Maintain and up-date project budget cards and assist in monitoring project expenditures.
d) Act upon and follow-up on pipeline posts with partner agencies particularly in the timely submission of Post Description, confirmation of funds, clearance of candidates etc.
e) Collect, through interviews or other means, information on the activities of UNVs with the view to documenting best practices/experiences of volunteer contributions including follow-up on UNV progress reports
4. Other Responsibilities
a) Draft and type correspondence, including memoranda and notes for the file.
b) Maintain general office files and keep information and reference material in a manner that allows easy reference and retrieval.
c) Perform duties such as photocopying, collection and distribution of incoming mail, despatching outgoing mail, locating files etc.
d) Perform other duties as may be required.