UN Offices

Operations Support Officer

UN Offices

Job Description

The United Nations Volunteers (UNV) programme is the UN organization that promotes volunteerism to support peace and development worldwide. Volunteerism can transform the pace and nature of development and it benefits both society at large and the individual volunteer. UNV contributes to peace and development by advocating for volunteerism globally, encouraging partners to integrate volunteerism into development programming, and mobilizing volunteers.In most cultures volunteerism is deeply embedded in long-established, ancient traditions of sharing and support within the communities. In this context, UN Volunteers take part in various forms of volunteerism and play a role in development and peace together with co-workers, host agencies and local communities.In all assignments, UN Volunteers promote volunteerism through their action and conduct. Engaging in volunteer activity can effectively and positively enrich their understanding of local and social realities, as well as create a bridge between themselves and the people in their host community. This will make the time they spend as UN Volunteers even more rewarding and productive.

Organization Context

UNCDF is the UN’s capital investment agency for the world’s 47 Least Developed Countries (LDCs). UNCDF uses its capital mandate to support LDCs pursue inclusive growth. UNCDF promotes financial inclusion, also through digital financial services (DFS), as a key enabler of poverty reduction and inclusive growth; and it demonstrates how localizing finance outside the capital cities can accelerate growth in local economies, promote sustainable and climate-resilient infrastructure development, and empower local communities. Using capital grants, loans and credit enhancements, UNCDF tests financial models in inclusive finance and local development finance; ‘de-risks’ the local investment space; and provides proofs of concept, paving the way for larger and more risk-averse investors.

Recently, UNCDF has formulated its strategy ‘Leaving No One Behind in the Digital Era’ based on over a decade of experience in digital finance in Africa, Asia and The Pacific. UNCDF recognizes that reaching the full potential of digital financial inclusion in support of the Sustainable Development Goals (SDGs) aligns with the vision of promoting digital economies that leaves no one behind. The vision of UNCDF is to empower millions of people by 2024 to use services daily that leverage innovation and technology and contribute to the SDGs. Please refer to the link for further information: https://www.uncdf.org/article/4931/global-strategy-leaving-no-one-behind- in-the-digital-era

UNCDF intends to recruit a National UN Volunteer Operations Support Officer to support the Financial Health programme’s support unit to ensure the execution of transparent and efficient administrative and procurement services, handle the logistics aspect of events, and administers and executes processes and transactions ensuring high quality and accuracy of work.

Living Conditions

Bhubaneswar is the capital and largest city of the Indian state of Odisha. It is a centre of economic, educational and cultural importance of East India. Bhubaneswar has a tropical savanna climate. The annual mean temperature is 27.4 °C (81.3 °F); monthly mean temperatures are 22–32 °C (72–90 °F). Summers (March to June) are hot and humid, with temperatures in the low 30s C; during dry spells, maximum temperatures often exceed 40 °C (104 °F) in May and June. Winter lasts for only about ten weeks, with seasonal lows dipping to 15–18 °C (59–64 °F) in December and January. May is the hottest month, when daily temperatures range from 32–42 °C (90–108 °F). January, the coldest month, has temperatures varying from 15–28 °C (59–82 °F). The highest recorded temperature is 46.5 °C (115.7 °F), and the lowest is 8 °C (46 °F).

Rains brought by the Bay of Bengal branch of the south west summer monsoon lash Bhubaneswar between June and September, supplying it with most of its annual rainfall of 1,542 mm (61 in). The highest monthly rainfall total, 330 mm (13 in), occurs in August.

Conditions of Service

The contract lasts for the period indicated above with possibility of extensions subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment.

Travel to duty station (if applicable) and a Settling-In-Grant will be provided in the event the duty station is not within commuting distance from the place of recruitment. The Volunteer Living Allowance (VLA) of Rs. 42,473.67 (Rupees Forty Two Thousand Four Hundred Seventy Three and Paise Sixty Seven only) is provided monthly to cover housing, utilities and normal cost of living expenses. Life, health and permanent disability insurance are included (health insurance for up to 3 dependents), as well as final repatriation (if applicable) and resettlement allowance for satisfactory service.

Furthermore, in non-family duty stations that belong to hardship categories D or E, as classified by the ICSC, a Well-Being Differential (WBD) will be provided monthly.

Under the supervision of UNCDF’s Global Manager – Innovations and Financial Health, the National UN Volunteer Operations Support Officer will assist the following tasks:

Implementation of operational strategies

  • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.

          Efficient administrative and procurement support

  • Coordination of travel arrangements, including preparation of travel authorizations, processing requests for visa applications, calculation of daily subsistence allowance or living allowance, and liaising with travel agencies.
  • Timely follow-up action on travel claims, signatures as required, and ensure preparation of the necessary supporting documents. Provide administrative and logistical support for donor meetings, country/region-specific meetings, workshops, trainings, conferences, and any other special events organized, including procurement and contracting activities, making arrangements for confernce calls and/or face to face meetings with vendors.
  • Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters. Maintain the programme filing system in accordance with UNCDF rules; archive, organize and manage the documentation effectively.
  • Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.

          Support with supply and assets management

  • Coordination of assets management in the Office, timely preparation and submission of periodic inventory reports. Coordination of the provision of reliable and quality office supplies.

          Support with administrative and financial control

  • Maintenance of administrative control records such as commitments and expenditures.
  • Maintenance of data integrity in the database, control programme; Analysis of results and initiation of corrective actions when necessary.
  • Ensure timely preparation and submission of requests for payment.

    • Proper control of supporting documents of funds and activities.
    • Provision of the information for the audit.
  • Proper control of supporting documents of funds and activities.
  • Provision of the information for the audit.
Furthermore, UN Volunteers are required to:- 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 reports on UN Volunteer actions, results and opportunities using UNV’s Volunteer Reporting Application- 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.

Results/Expected Outputs

As an active UNCDF Financial Health programme team member, efficient, timely, responsive, client-friendly and high-quality support rendered to the team and its beneficiaries in the accomplishment of her/his functions, including:
  • Submission of all reports and other documentation timely and in quality;
  • Quality assurance support provided efficiently and in line with the internal control framework;
  • Issues/bottlenecks brought to attention of the manager and team, and resolved timely to ensure smooth programme delivery.
  • The development of capacity through coaching, mentoring and formal on-the-job training, when working with (including supervising) national staff or (non-) governmental counter-parts, including Implementing Partners (IPs);
  • 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
Professionalism: demonstrated understanding of operations relevant to UNICEF; technical capabilities or knowledge relevant or transferrable to UNICEF procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; Integrity: demonstrate the values and ethical standards of the UN and UNICEF in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority; Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; Commitment to Continuous Learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.

Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities; Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary; Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNICEF’s mission and vision, as well as to the UN Core Values.

University degree or equivalent in Business Administration, Law, Economics, Finance, or related field.

Minimum of three (3) years of progressively responsible experience in providing operational support covering administration, operations, procurement, programme management services at the national or international level.

Experience in the use of Enterprise Resource Planning software (e.g. ATLAS or similar) is required.

Experience with UN rules and regulations for operations and/or UNDP’s procurement processes is highly desirable.

Experience in having supported audit reviews is desirable.

Experience in analysing financial and project reports, update office budget and annual work plan is desirable.

Area of Expertise

Procurement and contracting Mandatory Finance, accounting and audit Mandatory

Other development programme/project experience Mandatory

Competencies

Sets priorities, understands time, money and urgency constraints. Team player, able to work with several departments.

Strong ability to communicate and function effectively in local / international / multicultural environment. Fundamental knowledge of processes, methods and procedures.

Data gathering and implementation of Management Systems. Maintains effective Client Relationships.

United Nations Volunteers is an equal opportunity programme which welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, nationality and culture.

United Nations Volunteers reserves the right to select one or more candidates from this announcement.  We may also retain applications and consider candidates applying to this opening for other openings with United Nations Volunteers with similar assignment description, experience and educational requirements.

Contract Duration: One year with possibility of extension
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