Programme Associate - UN Volunteers (Apply by: February 04, 2016)

Location :	New York, UNITED STATES OF AMERICA
Application Deadline :	04-Feb-16
Type of Contract :	FTA Local
Post Level :	GS-6
Languages Required :	English
Starting Date : (date when the selected candidate is expected to start)	01-Mar-2016
Location :	New York, UNITED STATES OF AMERICA
Application Deadline :	04-Feb-16
Type of Contract :	FTA Local
Background
The UNV office in New York (ONY) is part of the Partnerships and Communications Division (PCD). The office provides partnership development focused in UNDP (HQ); UN Secretariat; NY-based UN organizations and UN Missions. It is responsible for implementation of the following functions: ·        Perform liaison and coordination functions in support of partnership development between UNV and UNDP(HQ); and the UN secretariat (e.g. UN-DESA, UN-DPKO/DFS, UN-DPI); ·        Build and maintain partnerships with NY-based UN agencies; ·        Build and maintain partnerships relationship with Permanent Missions to the UN; ·        Perform communications and advocacy functions that promote the work of the UNV programme and volunteerism for peace and development; ·        Perform administrative support functions for UNV Office in New York (ONY) ensuring appropriate, thorough and timely recording and reporting of administrative functioning. Reporting to the Chief, ONY, the Programme Associate is responsible for providing administrative and financial support to the UNV Office in New York.  The Programme Associate supports the Chief in tasks related to advocacy, programming and representation, as well as in managing ONY interns, fellows and consultants. He/she ensures continuity of work in the absence of the Chief. The Programme Associate works in close collaboration with colleagues in UNV/HQ in Bonn, maintaining viable working relationships to ensure effective client support and problem solving.
Duties and Responsibilities
Ensures implementation of operational activities focusing on achievement of the following results: ·        Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies; ·        Delivery of results of the office work plan in the area of finance, administration, IT, communications (internal and external) and security; ·        Ensures effective recruitment, training and maintenance of interns and consultants; ·        Ensures regular screening of policy and strategy developments of UNV’s partners. Informs relevant sections in-house about these developments as needed. Ensure provision of effective and efficient administrative support focusing on achievement of the following results: ·        Implementation of control mechanisms for administrative services, and maintenance of administrative control records; ·        Maintains supervisor’s schedule, contacts with visitors, arrangements of meetings and appointments and timely follow up of routine actions and deadlines; ·        Coordinates and arranges meetings with representatives of UN Permanent Missions, UNDP Executive Office, UNDP Heads of Units, EB members and other senior staff, as well as international NGOs and other locally based UNV partner organizations; ·        Receives visitors, handles telephone queries directly and provides general information on UNV; ·        Manages information search and compilation of material/documentation for meetings, events and dissemination; ·        Coordinates travel, events management, administrative surveys, transportation services and insurance, space management and procurement of supplies; ·        Reviews travel authorizations, documentation and payments; ·        Creates  vendor set-up in ATLAS; ·        Presents thoroughly researched information for planning of financial resources for administrative services. Follows-up with Finance on required reports; ·        Supports with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters; ·        Proper inventory control and assets management, through timely preparation and submission of periodic inventory reports, physical verification and proper issuance of inventory items and supplies; ·        Maintains office filing system; ·        Maintains a calendar of annual activities, reports and events (NY based). Circulate calendar across UNV. Supports UNV advocacy, programming, and representational activities focusing on achievement of the following results: ·        Focal point for responding to public queries on UNV volunteer eligibility; ·        Backstopping the Chief, attends selected meetings/events as requested and prepares reports. Provides feedback and recommendations to the Chief; ·        Maintains strategic partnership relations with UN and other stakeholders in support of programming activities led by Peace and Development Divisions ; Liaison with local volunteer involving organizations, including provision of logistics support for annual International Volunteers Day (IVD) commemoration; ·        Prepares materials on UNV and volunteerism for peace and development for distribution at NY based meetings; ·        Ensures adequate stock of PR materials and knowledge products is available in coordination with Communications Unit . Manage their dissemination; ·        Arranges briefing sessions for University students on UNV and Volunteerism. Serves as Focal Point for office IT/communications systems focusing on achievement of the following results: ·        Ensures Office compliance with corporate information management and technology standards, guidelines and procedures for Office’s technology environment ensuring that user computing needs are met ; ·        Maintains an up-to-date inventory of the office’s software, hardware, files and logs. Other related duties that may be assigned.
Competencies
Functional Competencies: Promoting Organizational Learning and Knowledge Sharing: ·        Researches best practices and poses new, more effective ways of doing things; ·        Documents innovative strategies and new approaches. Job Knowledge/Technical Expertise: ·        Understands the main processes and methods of work regarding to the position; ·        Possesses  knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks; ·        Identifies new and better approaches to work processes and incorporates same in own work; ·        Strives to keep job knowledge up-to-date through self-directed study and other means of learning; ·        Demonstrates good knowledge of information technology and applies it in work assignments; ·        Demonstrates in-depth understanding and knowledge of the current guidelines, and utilizes these regularly in work assignments. Promoting Organizational Change and Development: ·        Documents ‘best practices’ in organizational change and development within and outside the UN system; ·        Demonstrates ability to identify problems and proposes solutions. Design and Implementation of Management Systems: ·        Uses information/databases/other management systems; ·        Makes recommendations related to work procedures and implementation of management systems. Client Orientation: ·        Reports to internal and external clients in a timely and appropriate fashion; ·        Organizes and prioritizes work schedule to meet client needs and deadlines; ·        Establishes, builds and sustains effective relationships within the work unit and with internal and external clients; ·        Responds to client needs promptly. Promoting Accountability: ·        Gathers and disseminates information on best practice in accountability; ·        Prepares timely inputs to reports. Core Competencies: ·        Demonstrating/safeguarding ethics and integrity; ·        Demonstrates corporate knowledge and sound judgment; ·        Self-development, initiative-taking; ·        Acting as a team player and facilitating team work; ·        Facilitating and encouraging open communication in the team, communicating effectively; ·        Creating synergies through self-control; ·        Managing conflict; ·        Learning and sharing knowledge and encourage the learning of others; ·        Informed and transparent decision making.
Required Skills and Experience
Education: ·        Completion of secondary school education; ·        University degree is desirable, but it is not a requirement. Experience: ·        6 years of work experience in the field of administrative and financial support; ·        United Nations systems experience is highly desirable; ·        Familiarity with volunteerism for development, and direct experience as a volunteer is desirable. Language: ·        Fluency in English is required; ·        Knowledge of another UN language is an asset. Applications should be submitted on line and include an up to date UNDP Personal History Form (P11) posted athttp://sas.undp.org/Documents/P11_Personal_history_form.doc. Only short-listed applicants will be contacted. The successful candidate will hold a UNDP letter of appointment. Click here for important information for US Permanent Residents ('Green Card' holders).
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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.

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