UNV Programme Support Associate

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    VOLUNTEER
  • Posted:
    1 month ago
  • Category:
    Administration
  • Deadline:
    25/01/2024

JOB DESCRIPTION

UNV Programme Support Associate
Onsite
Japan
12 months
Apply
1
assignment(s)

Open recruitment (advertised)

Advertisement end date:25/01/2024

General
Description of assignment title
UNV Programme Support Associate

Assignment country
Japan

Expected start date
15/02/2024

Sustainable Development Goal
17. Partnerships for the goals

Volunteer category
National UN Volunteer Specialist

Host entity
UNV Tokyo Liaison Office

Type
Onsite

Duration
12 months
(with possibility of extension)

Number of assignments
1

Duty stations
Tokyo

Details
Mission and objectives
The United Nations Volunteers (UNV) programme contributes to peace and development through volunteerism worldwide. We work with partners to integrate qualified, highly motivated and well supported UN Volunteers into development programming and promote the value and global recognition of volunteerism.

Context
The External Relations and Communications Section (ERCS) builds and nurtures corporate donor relations, leads strategically donor resource mobilization, and carries out communications and advocacy to highlight the value of volunteerism for peace and development as well as the contributions of UNV and UN Volunteers. The UNV Tokyo Liaison Office (hereafter UNV Tokyo), which represents UNV in Japan, is part of ERCS and is responsible for all matters related to Japan–UNV collaboration, including resource mobilization, mobilization of Japanese UN Volunteers, communications, advocacy and outreach to enhance visibility in Japan, and recognition of the UNV programme and Japan-UNV partnership in Japan.

Reporting to the Tokyo-based Partnerships Development Specialist (PDS), the UNV Programme Support Associate supports coordination with Japanese stakeholders and implementation of programmes in line with UNV Strategic Framework. He/she provides support to build and maintain relationships with main partners, monitor the implementation of the flagship programmes, as well as provide support to managing administrative tasks at UNV Tokyo to ensure smooth operation of the office and the programmes.

Task description
Within the delegated authority and under the supervision of Partnerships Development Specialist or his/her designated mandated representative(s), the UNV Programme Support Associate will:

Support financial and operational management as well as logistical arrangement

• Assist in the implementation and streamlining of office and programme operations, including budget revision, financial reporting, donor reporting and management of the volunteer deployment cycles;
• Assist in the preparation of the annual budget for Japanese Fully Funded UN Volunteers and the office budget and annual workplan, and monitor the implementation of the budget;
• Support monitoring UNV Tokyo’s budget use and financial records by keeping track on UNV’s corporate software for financial and operational management;
• Support drafting narrative and financial reports to submit to the donors in a timely matter.
• Manage procurement, administration and travel duties for the team, including office space management and filing systems;
• Prepare requisitions, vouchers and supporting documents to facilitate the timely disbursement of expenditures accrued in close collaboration with UNDP Tokyo and UNV HQ;
• Support UNV Tokyo in negotiating contracts with Japan-based UNV service providers and vendors in accordance with established UNDP policies and procedures.

Support the coordination and management of the process of assignment, identification and matching for candidates for UN Volunteers

• Assist in liaising with key partners, such as Kwansei Gakuin University (KGU), Japan International Cooperation Agency (JICA), Ministry of Foreign Affairs (MOFA) Japan, UNDP Tokyo, and other partners to ensure an understanding of UNV’s mandate and the nature of UN Volunteer assignments;
• Liaison with the Volunteer Service Centre (VSC) on volunteer management, Volunteer Solutions Section (VSS) on recruitment and talent acquisition, Regional Offices (RO), Field Units (FU), and UNV focal points in UNDP to support timely preparation and submission of Descriptions of Assignments (DoAs), volunteer profiles, selection outcomes and other documents, assisting volunteer deployment, and other documents;
• Keep all partners regularly informed about the status of the programme.

Support the implementation of resource mobilization and partnerships building

• Provide logistical support for high-level events including missions of UNV staff members and other visitors to Japan, and advocacy events in relation to the Japan partnership;
• Support UNV Tokyo’s resource mobilization efforts and outreach to current and potential donors in Japan;
• Provide inputs and updates to outreach and publicity material directed towards partners and donors in Japan;
• Ensure compliance with partner requirements, including planning and reporting to donors in Japan according to agreed schedules;
• Support creating communication materials such as social media cards, flyers, and articles to raise the visibility of UNV and the programmes run by UNV Tokyo.
• Support corporate and any other related tasks as may be required or assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc;
• Assist with the UNV Buddy Programme for newly-arrived UN 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.

13. Results/expected outputs:

• As an active UNV team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNV and its beneficiaries in the accomplishment of her/his functions, including:

o Key partnerships and relationships with media and other partners are established and maintained;
o UNV Tokyo’s capacity is enhanced in programming, implementation, finance, and administration of flagships partnership programmes;
o UNV’s visibility is strengthened through day-to-day communication and networking activities.

• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment
• A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed

Eligibility criteria
Age
27 – 80

Nationality
Candidate must be a national or legal resident of the country of assignment.

Requirements
Required experience
3 years of experience in finance, business administration, international relations, social science, project / programme management, or other related areas;
• At least 3 years of professional work experience at the national and/or international level in project / programme management, partnerships, and coordination, database management, finance and administrative support, or other relevant programmes;
• Experience working in the UN or other international development organization is an asset;
• Excellent oral and written skills; excellent drafting, formulation, reporting skills;
• Accuracy and professionalism in document production and editing;
• Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development;
• Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;
• Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment;
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;
• Sound security awareness;
• Have affinity with or interest in international issues and SDGs, volunteerism as a mechanism for durable development, and the UN System.

Area(s) of expertise
Volunteer management, Social work, Administration

Driving license

Languages
English, Level: Fluent, Required

Required education level
Bachelor degree or equivalent in finance, business administration, international relations, social science, project / programme management, or other related areas

Competencies and values
☒ Accountability
☒ Adaptability and Flexibility
☒ Building Trust
☒ Client Orientation
☒ Commitment and Motivation
☒ Commitment to Continuous Learning
☒ Communication
☐ Creativity
☐ Empowering Others
☐ Ethics and Values
☒ Integrity
☐ Judgement and Decision-making
☐ Knowledge Sharing
☐ Leadership
☒ Managing Performance
☒ Planning and Organizing
☒ Professionalism
☒ Respect for Diversity
☒ Self-Management
☐ Technological Awareness
☐ Vision
☒ Working in Teams

Other information
Living conditions and remarks
Tokyo is a megacity that offers diversity in lifestyle and culture. Infrastructure and utilities are stable, such as water, electricity, and an internet connection. Metro, train, and buses span are commonly used transit for daily commute. The average daytime temperature in Tokyo is around 15-20 Celsius degrees from March to May for spring, and June sees the rainy season. July to early September is a hot and humid summer, with the average daytime temperature rising to around 30 Celsius. The temperature drops from late September to see the dry and cool autumn until November. December to February sees a dry winter with daytime temperatures lowering to around 10 Celsius. As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. UN Volunteer allowances and entitlements:
– National UN Volunteer Specialist receives approximately JPY 375,333 as Monthly Living Allowance.
– Provided with assignment travel cost and entry lumpsum if applicable.
– Enrolled in health, life, disability insurance.
– Applicable dependents (primary family unit, up to 3) are eligible for health insurance.
– Entitled to annual leave, 2.5 days per month.
– Provided with exit lumpsum to support transition at the end of assignment.

For more information about UNV Conditions of Service and Entitlements, please refer to the following:
– https://www.unv.org/become-volunteer/volunteer-your-country
– https://www.unv.org/sites/default/files/unvpf/UNVcos2021%20Complete%20hi-res-final_compressed_30.08.2021.pdf

Inclusivity statement
United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements
Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy

This job has expired.