Operations Associate, Volunteer Management – Multi-stakeholders

• 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.

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.

• Plans and monitors own work, pays attention to details, delivers quality work by deadline

• 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

• Adapts to change, constructively handles ambiguity/uncertainty, is flexible 

• Shows drive and motivation, able to deliver calmly in face of adversity, confident

• Demonstrates compassion/understanding towards others, forms positive relationships

• Appreciate/respect differences, aware of unconscious bias, confront discrimination 

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.

• Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

• 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.

• 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.