Programme Assistant Job Vacancy at UNDP in Uganda

Job Title: PROGRAMME ASSISTANT, UNV
Location :     Kampala, UGANDA
Application Deadline :    16-Nov-12
Type of Contract :    FTA Local
Post Level :    GS-5
Languages Required :
    English 
Starting Date :
(date when the selected candidate is expected to start)    02-Jan-2013
Duration of Initial Contract :    1 Year (full time)

Background
Based in the Country Office of UNDP, the UNV field unit generally consists of a UNV Programme Officer and a UNV Programme Assistant/Associate. In some cases, the field unit consists of only a UNV Programme Assistant or a UNV Programme Associate. The field unit is an integral part of the UNV HQ Portfolio Team. The UNV field unit is responsible for the day-to-day management of UN volunteers, UNV-managed programmes, responding to appropriate local demands and seeking out new opportunities for UNV. As part of the UNV field unit, the UNV Programme Assistant is assigned to the UNDP Country Office to work with his/her supervisor to provide support to UNV activities in the country. The UNV Programme Assistant is responsible for the administrative requirements related to the UNV inputs/assignments.

Duties and Responsibilities
Under the overall guidance of the UNV Programme Officer, the incumbent will undertake a range of tasks and duties that include the following:

Ensures effective programme-related support, focusing on achievement of the following results:

    Provide the required support, where appropriate, to his/her supervisor in managing and monitoring UNV projects under the supervisor’s responsibility.
    Maintain required financial information on expenditures to assist his/her supervisor in the preparation of project budgets and subsequent revisions.
    Act upon and follow-up on pipeline UNV assignments with partner agencies, particularly in the timely submission of Descriptions of Assignment, confirmation of funds, clearance of candidates, etc.
    Support the supervisor in volunteerism related activities, including International Volunteer Day (IVD) events.
    Ensures effective volunteer-related support, focusing on achievement of the following results:
    Maintain volunteer files of all UN volunteers assigned to the country, ensuring that all correspondence and periodic reports (online) are properly kept, and that related matters requiring action are brought to the attention of his/her supervisor.
    Monitor and keep records of the contractual status of all serving UN volunteers and flag to his/her supervisor follow-up actions on assignment extensions, renewals and replacements.
    Maintain up-to-date volunteer leave records and ensure that all UN volunteers submit their leave requests well in advance to the UNDP office (particular attention is given to final leave entitlements); submit to UNV headquarters copies of the final leave records for all departing UN volunteers.
    Maintain up to date contact records of all serving UN volunteers, including their recognized dependents.
    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 Handbook as well as in the UNV Conditions of Service.
    Liaise with UNV HQ and/or country of recruitment on the logistical and travel arrangements of arriving UN volunteers and his/her recognized dependents.
    Facilitate government clearance and entry visas of incoming UN volunteers and their recognized dependents.
    Undertake all the tasks in order to ensure that all UN volunteers arriving for the first time in the country are met and pre-arrival arrangements are made.Ensure timely payment of UN volunteer Settling-in-Grant.
    Provide the necessary support to UN volunteers to open bank accounts as well as to complete forms required to obtain residence permits, driving license, etc.
    Prepare, when required, in consultation with the supervisor, travel authorization for UN volunteers in connection with their in-country duty-related travel.
    Respond to and liaise with all UN volunteers in the country regarding financial and administrative issues.
    Undertake tasks in the overall management of the UN volunteers and recognized dependents in the country.
    Process monthly entitlements of UN volunteers.
    Provide, when required, in consultation with the supervisor, the necessary support to UN volunteers in the case of serious illness, medical evacuation, security evacuations or the death of a UN volunteer.
    Ensure all conditions are met before the payment of final entitlements to UN volunteers at the end of their assignment.
    Provide guidance and advice on conditions of service and administrative processes in co-ordination with the Portfolio Team at UNV HQ.
    Screen national candidates applying for UNV positions.

 Ensures effective programme-related support, focusing on achievement of the following results:

    Provide the required support, where appropriate, to his/her supervisor in managing and monitoring UNV projects under the supervisor’s responsibility.
    Maintain required financial information on expenditures to assist his/her supervisor in the preparation of project budgets and subsequent revisions.
    Act upon and follow-up on pipeline UNV assignments with partner agencies, particularly in the timely submission of Descriptions of Assignment, confirmation of funds, clearance of candidates, etc.
    Support the supervisor in volunteerism related activities, including International Volunteer Day (IVD) events.

Ensures effective volunteer-related support, focusing on achievement of the following results:

    Maintain volunteer files of all UN volunteers assigned to the country, ensuring that all correspondence and periodic reports (online) are properly kept, and that related matters requiring action are brought to the attention of his/her supervisor.
    Monitor and keep records of the contractual status of all serving UN volunteers and flag to his/her supervisor follow-up actions on assignment extensions, renewals and replacements.
    Maintain up-to-date volunteer leave records and ensure that all UN volunteers submit their leave requests well in advance to the UNDP office (particular attention is given to final leave entitlements); submit to UNV headquarters copies of the final leave records for all departing UN volunteers.
    Maintain up to date contact records of all serving UN volunteers, including their recognized dependents.
    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 Handbook as well as in the UNV Conditions of Service.
    Liaise with UNV HQ and/or country of recruitment on the logistical and travel arrangements of arriving UN volunteers and his/her recognized dependents.
    Facilitate government clearance and entry visas of incoming UN volunteers and their recognized dependents.
    Undertake all the tasks in order to ensure that all UN volunteers arriving for the first time in the country are met and pre-arrival arrangements are made.Ensure timely payment of UN volunteer Settling-in-Grant.
    Provide the necessary support to UN volunteers to open bank accounts as well as to complete forms required to obtain residence permits, driving license, etc.
    Prepare, when required, in consultation with the supervisor, travel authorization for UN volunteers in connection with their in-country duty-related travel.
    Respond to and liaise with all UN volunteers in the country regarding financial and administrative issues.
    Undertake tasks in the overall management of the UN volunteers and recognized dependents in the country.
    Process monthly entitlements of UN volunteers.
    Provide, when required, in consultation with the supervisor, the necessary support to UN volunteers in the case of serious illness, medical evacuation, security evacuations or the death of a UN volunteer.
    Ensure all conditions are met before the payment of final entitlements to UN volunteers at the end of their assignment.
    Provide guidance and advice on conditions of service and administrative processes in co-ordination with the Portfolio Team at UNV HQ.
    Screen national candidates applying for UNV positions.

 Ensures effective administrative and logistical support,focusing on achievement of the following results:

    Maintain inventories of all UNV-supplied, non-expendable equipment, and ensure records of all items purchased for UNV-executed projects are submitted to UNV headquarters.
    Perform functions related to carrying out surveys on housing and utilities relevant to UNV and ensure that the results are communicated to UNV headquarters.
    Draft and type correspondence, including memoranda and notes for the file.
    Maintain general office files and keep information and reference material in a manner that allows easy reference and retrieval.
    Perform duties such as photocopying, collection and distribution of incoming mail, dispatching outgoing mail, locating files, etc.
    Perform ATLAS HCM roles related to contract management, payroll validation, earnings and deductions, leave management, terminations, etc.
    Prepare requisitions, purchase orders and vouchers for all UNV payments in ATLAS and take timely corrective actions on incorrect requisition, purchase orders, and vouchers.
    Provide administrative support in updating and maintaining a NUN volunteers candidates’ data base and recruitment of NUN volunteers.
    Provide administrative support for the recruitment of local UNV candidates who are deployed to other countries.
    Perform other administrative duties as may be required.

 Ensures effective administrative and logistical support,focusing on achievement of the following results:

    Maintain inventories of all UNV- supplied, non-expendable equipment, and ensure records of all items purchased for UNV -executed projects are submitted to UNV headquarters.
    Perform functions related to carrying out surveys on housing and utilities relevant to UNV and ensure that the results are communicated to UNV headquarters.
    Draft and type correspondence, including memoranda and notes for the file.
    Maintain general office files and keep information and reference material in a manner that allows easy reference and retrieval.
    Perform duties such as photocopying, collection and distribution of incoming mail, dispatching outgoing mail, locating files, etc.
    Perform ATLAS HCM roles related to contract management, payroll validation, earnings and deductions, leave management, terminations, etc.
    Prepare requisitions, purchase orders and vouchers for all UNV payments in ATLAS and take timely corrective actions on incorrect requisition, purchase orders, and vouchers.
    Provide administrative support in updating and maintaining a NUN volunteers candidates’ data base and recruitment of NUN volunteers.
    Provide administrative support for the recruitment of local UNV candidates who are deployed to other countries.
    Perform other administrative duties as may be required.

Competencies
Promoting Organizational Learning and Knowledge Sharing

    Documents innovative strategies and new approaches
    Identifies and communicates opportunities to promote learning and knowledge sharing
    Develops awareness of the various internal/external learning and knowledge-sharing resources

Job Knowledge/Technical Expertise

    Understands the main processes and methods of work regarding to the position
    Possesses basic 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

Promoting Organizational Change and Development

    Demonstrates ability to identify problems and proposes solutions
    Documents processes to support change initiatives

Strategic Alignment of Management Practice (HQ& RSCs)

     Understands the nd provides inputs to the delivery of management systems and services

Design and Implementation of Management Systems

     Uses information/databases/other management systems

Client Orientation

    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 and Results-Based Management

    Prepares timely inputs to reports
    Maintains databases

Core Competencies:

    Demonstrating/safeguarding ethics and integrity
    Demonstrate 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:

    Secondary education.  Certification in administration, accounting or finance desirable. A University degree in Business or Public Administration will be an added advantage.

Experience:

    5 years of relevant experience in administration and/or programme support services.
    Experience using computers and office software packages (ERP, MS Word, Excel, PowerPoint, etc.).
    Experience in handling of web-based management systems is highly desirable.

Language Requirements:

    Fluency in English and national language of the duty station.

How to Apply:
http://jobs.undp.org/cj_view_job.cfm?cur_job_id=33691

Deadline: 16th Nov 2012