Operations Associate, Volunteer Management - Multi-stakeholders

undp - Bonn, Germany | 2024-07-23 18:43:49

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 Volunteer Services Centre (VSC) is the centre of excellence that provides HR services to more than 12,000 UN Volunteers serving agencies, funds and programmes across the UN system. VSC is responsible for providing timely and high-quality services in:  
  • HR administration cycle (from hire to separation) 
  • Payroll administration 
  • Related guidance, customized packages and support for volunteers and UN entities globally 

VSC works in close collaboration with other relevant sections at headquarters, as well as with Regional Offices and Field Units to ensure seamless and consolidated services in accordance with UN Volunteers Conditions of Service, regulations and rules, policies, and internal best practices.

Reporting to the Deputy Chief, Volunteer Services Centre, the Operations Associate, Volunteer Management, Full Funding (FF), Joint (JPI) and Special (SPI) Initiatives, provides administration services to a sub-set of UN Volunteers. Supporting multiple countries, the incumbent works in close collaboration with the Deployment and Payroll Team in the Volunteer Services Centre, with the External Relations and Communication Section (ERCS), the New York Office and with Regional Offices and Field Units to best address UN Volunteers, 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 volunteer management services 
  • Provide volunteer management services encompassing the fully cycle of volunteers’ engagement, from hiring through separation, in adherence to established UN Volunteers Conditions of Service, regulations and policies;
  • Administer UN Volunteer contracts;
  • Analyze and record benefits, entitlements and claims in relevant systems for accurate payroll processing;
  • Analyze and record life events in relevant systems for accurate payroll processing;
  • Review supporting documents related to claims, benefits and life events;
  • Support the recovery of over-payments;
  • Manage medical and security evacuations, resignations and terminations, in due confidence;
  • Alert supervisor about deficiencies or risks and liaise with Regional Offices and Field Units, ERCS, donors, NYO and partners on exceptional situations and provide guidance on applicable regulations, rules and policies to ensure full compliance with accountability framework;  
  • Guide and support UN Volunteers on the Conditions of Service and provide input to specific briefs and guidance notes specific to FF and JPI, including for on-boarding;
  • Contribute to focused outreach efforts to strengthen UNV’s 

       2. Coordination of the operational implementation of FF programmes, JPIs and SPIs

  • Act as the focal point for the operationalization of the FF agreements, Joint and Special Programme Initiatives, as well as matters related to volunteer talent acquisition, recruitment, deployment, management and payroll; 
  • Plan implementation schedules and coordinate the implementation in close coordination with donors, partners and relevant counterparts in UNV;
  • Support the Regional Offices and Field Units and the New York Office with the development of the Descriptions of Assignments in line with the requirements of donors and partners;  
  • Support the Regional Offices and Field Units, ERCS and the New York Office in monitoring FF, JPI and SPI assignments and providing specific information to donors and partners upon request; 
  • Liaise with other team members in the Volunteer Services Centre, Regional Offices and Field Units, ERCS and NYO to keep abreast of evolving demand for UN Volunteers, with focus on FF, JPI and SPI needs; 
  • Contribute to the development, update and maintenance of the Conditions of Service and ensure their consistent application; 
  • Contribute to the analysis of the regional Volunteer Service Centre results, report on trends and propose changes for improvements of services related to volunteer management. 
  • Provide input to relevant reports and briefs, prepare and disseminate information related to FF, JPI and SPI UN Volunteers;   
  • Provide inputs to FF, JPI and SPI arrangements , in close coordination with the External Relations and Communications Section, the New York Office, and Regional Offices based on input and experience gained from past experiences.

        3. Facilitation of knowledge building and knowledge sharing

  • Provide input to the design of training materials and corporate activities towards building the FF, JPI and SPI capacity of UNV personnel;   
  • Synthesize and share lessons learned and other pertinent knowledge for operational improvements in FF, JPI and SPI; 
  • Make contributions to knowledge networks and communities of practice; 
  • Contribute to the improvement of policies, processes and systems by identifying bottlenecks, proposing solutions for streamlining, optimization and automation that enable the Centre’s timely and quality delivery;
  • Serve on a rotational basis as a focal point for VSC on various topics;
  • Perform other administrative duties as may be required.
Competencies
 
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

Knowledge generation

  • Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.

Digital awareness and literacy

  • Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.

Communication

  • Ability to 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.

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 clients` upcoming needs and concerns.
Documents and records management  
  • Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
 
Required Skills and Experience
  • Secondary education with technical training in human resources, business administration or related areas; 
  • University degree in human resources, business or public administration, or related area is desirable but is not a requirement.
Experience:
  • A minimum of 6 years (with high school diploma) or 3 years (with bachelor`s degree) in volunteer management, personnel and/or business management;  
  • Experience in MS Office 365; 
  • Knowledge of the conditions of service of the UN Common System or of international organizations would be an asset;
  • Experience working in web-based management/CRM systems would be an asset;
  • Experience working with Salesforce Service Cloud would be an asset;
  • Experience in an international or non-profit context would be an asset; 
  • Experience working with volunteers would be an asset.

Language requirements:

  • Fluency in English 
  • Proficiency in another official UN Language is an asset.
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.
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
 
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