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UNV : Operations Associate, Volunteer Management – Full Funding – Bonn

UNV - United Nations Volunteers

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JOB DESCRIPTION

Background
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The External Relations and Communications Section (ERCS) builds and nurtures corporate donor relations, strategically leads the donor resource mobilization efforts and conducts coherent communications efforts to highlight the value of volunteerism for peace and development and the contributions of UNV and UN Volunteers.

The External Relations team is in charge of leading and coordinating UNV’s resource mobilization (Full Funding and Special Voluntary Fund) across the entire organization and the team is based in Germany (UNV Headquarters), China, Japan and Kazakhstan.

Reporting to the Partnership Development Specialist, External Relations and Communications Section, the Operations Associate, Volunteer Management – Full Funding provides administration servicesfor fully-funded UN Volunteers. She/he also contributes to focused outreach efforts to strengthen partnerships with Full Funding (FF) programme and the Special Voluntary Fund (SVF) including partner and donors services. the incumbent works in close collaboration with the Volunteer Services Centre, the Volunteer Solution Section, the Financial Resources Management Section, the Executive Office, the New York Office and with Regional Offices and Field Units to best address coordinate the assignments of Full Funding UN Volunteers, including the partners and donors’ needs. She/he promotes a collaborative, client-oriented approach and supports the maintenance of high-quality service delivery and client satisfaction.
Duties and Responsibilities
1. Provision of of Full Funding programme coordination services 
  • Coordinate with Regional Offices and Field Units the development of the Descriptions of Assignments in line with the requirements of donors;
  • As required, act as an interface between ERCS and the donors on issues related to recruitment and volunteer management;
  • Closely monitor FF assignments development and provide specific information to donors upon request;
  • Guide UN Volunteers and UNV’s managers on Conditions of Service, as well as on the volunteer management cycle, and specific requirements of the FF programme, and prepare relevant briefs, statistics and guidance notes, as required;
  • Contribute to the improvement of workflows identifying bottlenecks and proposing solutions to streamline processes. Alert on deficiencies or risks and escalate related issues to direct supervisor’s consideration;
  • Liaise with Regional Offices and Field Units to look into special situations and to follow up on FF assignments.  Provide guidance on applicable regulations, rules and policies to ensure full compliance with accountability framework;
  • Provide support to developing and regularly adjusting Special Operation Procedures (SOPs) to facilitate compliance with FF donors’ reporting requirements.
2. FF donors’ coordination and relationship management support
  • Act as the donor focal point partner for the implementation of the FF agreements. In this regard, the incumbent works in close collaboration with the Volunteer Services Centre, the Volunteer Solution Section, the Executive Office, the Financial Resources Management Section, the New York Office and with Regional Offices and Field Units to best address coordinate the assignments of Full Funding UN Volunteers.;
  • Prepare individual volunteer reports and annual reports for the submission to FF donors;
  • Closely work with the Finance Unit on the management of the project budgets and suggest adjustments based on FF volunteer activities;
  • Monitor budgets in line with specific donor priorities and plan for the best utilization of the funds;
  • Liaise with other team members in the Volunteer Services Centre, the Volunteer Solution Section, Executive Office, Financial Resources Management Section, the New York Office and Regional Offices and Field Units to keep abreast of evolving demand for international UN Volunteers, with specific focus on FF programme needs;
  • Provide administrative support to the preparation of FF/SVF donor partnership arrangements and in preparation of partnerships survey, in close coordination based on specific inputs and experience gained from volunteer management support services;
  • Prepare and disseminate information and reports related to FF UN Volunteers as required;
  • Contribute to update and maintain the donor intelligence database related to FF Programme.
  • Contribute to outreach and resource mobilisation efforts in Full Funding and Special Volunteer Fund (SVF) to strengthen UNV’s partnerships by compiling lessons learned, presentations, briefs and analysis of partnership trends.
  • Participate in the drafting of FF and SVF resource mobilization tools and keeping updated partnerships’ monitoring tools and mechanisms.

3. Facilitation of knowledge building and knowledge sharing

  • Provide inputs to the design of training materials and corporate activities towards building the recruitment capacity of colleagues at the regional and country level;
  • Synthesize lessons learnt and best practices in recruitment and deployment services of FF UN Volunteers to leverage client satisfaction;
  • Make contributions to knowledge networks and communities of practice;
  • Provide inputs and feedback for the improvement of IT support systems and related processes that enable the timely management and fielding of FF assignments and quality delivery.
Competencies
Core
Achieve Results
  • Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively

  • Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously
  • Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility
  • Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination
  • Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner
  • Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion
  • Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies 

Business partnering

  • Strategic thinking and development of long-term plans for the organization’s human resources needs while analyzing the current environment and developing strategies to achieve long-term objectives.

Partnerships Management

  • Build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies

Relationship Management

  • Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding

Customer Satisfaction/Client Management

  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.

Operations Management

  • Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisation’s assets into the best results in the most efficient way. Knowledge of relevant concepts and mechanisms.

Knowledge Generation

  • Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.
Required Skills and Experience
Education:
  • Secondary education with technical training in business administration, human resources or related areas is required
  • University degree in human resources, business or public administration is desirable, but it is not a requirement.
Experience:
  • Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree)of relevant experience in personnel and business processes management;
  • Knowledge of the conditions of service of the UN Common System or of international organizations is an asset.
  • Fluency in English and Spanish or French;
  • Proficiency in another official UN language is an asset.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
  • Only short-listed applicants will be contacted.
  • The successful candidate will hold a UNDP letter of appointment.
  • This post is for local recruitment only. It is open to citizens of the European Union (EU) member states or holders of residence and unlimited work permits for Germany. All travel, interview and relocation costs, if any, incurred to take up an appointment at the duty station in Bonn are at the expense of the applicant.
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements


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