Programme Assistant at UNDP

Duties and Responsibilities

• Assist the Country Coordinator (Programme Analyst) in recruitment of UN Volunteers
• Circulate UNV vacancy announcements within the UN system.
• Support UNV Recruiters to contact potential candidates to check their interest and availability for national assignments.
• Follow up with potential candidates to complete required documentation in UVP.
• Support arrangement of interviews in consultation with host institutions/Invite shortlisted candidates for interviews.
• Support preparation of interview reports and uploading into UVP
• Ensure that arrival entitlements are processed by the VSC team on time.
• Prepare briefing packs and arrange orientation/security briefings for new UNVs. 
• Conduct induction for incoming UN volunteers. 
• Assist with the UNV Buddy Programme for newly arrived UN Volunteers.
• Interact with newly deployed UNVs to ensure successful settlement and integration with host institutions. 
• Maintain personal files of UNVs ensuring that all correspondence and matters requiring action is brought to the attention of the Programme Analyst.
• Provide required input, where appropriate, in managing and monitoring assignments, i.e., keep track and monitor contractual status of all volunteers including contract extensions, resignations, terminations and follow up on respective replacements via UNV systems – Unified Volunteer -Platform (UVP).
• Assist UN Volunteers to submit appropriate background documentation for processing any other entitlements due to volunteers.
• Maintain up to date lists of serving volunteers, maintain up to date leave records of all UNVs and support separating UNVs with exit formalities.
• Assist in planning and coordinating UNV events - IVD, UNV Retreats, innovative initiatives and any other activities which promote volunteerism and celebrate strengths and contributions of 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.
• Support awareness and outreach  activities to UN hosting agencies and potential partners on the UN V Offer, modalities and categories. 
• Follow-up with serving UN Volunteers to complete the Volunteer Reporting Application (VRA). 

The Programme Assistant will work under the supervision of the Programme Analyst, UNV in Nairobi, Kenya.   

Core Competencies

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 

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.

Communications

• Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Marketing

• Ability to communicate the value of a product or service

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.

Events management (including retreats, training and meetings)

• Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Skills and Experience

Education:

• Secondary education is required.
• A university degree in administration, human resources management, international relations or related fields will be given due consideration, but it is not a requirement

Experience:

• Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant working experience in administration and/or  programme support services, human resources management, and/or volunteer management. 
• Experience in the use of computers and office software packages (ERP, MS Word, Excel, PowerPoint, etc.).; 
• Experience with web-based management systems & data management is highly desirable; 
• Experience in records management, keeping track of company records and/or information;
• Experience in meeting coordination: scheduling meetings, preparing agendas, taking minutes, and distributing follow-up actions;
• Fluency in English and in the national language of the duty station; 
• Proficiency in another official UN language is an asset.