Minimum age: 22 years old. Applicants must be nationals of or legal residents in the country of assignment.

Within the delegated authority and under the supervision of Administrative Associate or his/her designated mandated representative(s), the UNV Administrative Assistant will ensure the following:

Maintenance of an Inventory Management system focusing on achievement of the following results:

• Support in maintenance of the stores management system in accordance with UNDP regulations.
• Receiving of goods from various suppliers and ensure that stock records have been opened
• Record all goods received are updated in stock records.
• Ensure that all goods issued to programmes are updated in the stock records and timely replenishment of stores items.
• Prepare quarterly cost recoveries for all items issued to the programs and submit to finance.

Effective Transport management focusing on achievement of the following results:

• Support in Maintenance of an efficient transport management system to ensure that trips are properly planned, and that transport is timely allocated to staff
• Support in reviewing Drivers Logbooks on weekly basis, to ensure that all trips made are properly authorized
• Support with monthly fuel reconciliations and cost recoveries

Effective Protocol services focusing on achievement of the following results:

• .Timely receipt of requests for Visas, Permits and invitation letters from eligible staff
• Timely processing of requests received by ensuring that all required documents are submitted to the government departments on time
• Follow up with government departments such as Ministry of Foreign Affairs, Immigration Department to ensure that approved documents are received on time
• Communicate effectively with UNDP officials requiring protocol services and provide guidance on all the steps to be followed.
• Assist with UNDP Vehicle registrations and deregistration by ensuring that all required steps are followed and timely submission of documents to the government departments.
• Assist with processing of waivers for international shipments to ensure timely clearance of goods.
• Maintain up to date records for all documentation issued.

Other administrative duties

• Supporting the Administrative Associate to ensure that the CO is ready for internal audits
• Backstopping the registry clerk in his absence

• Any other related tasks as may be required or assigned by the supervisor.

Minimum age: 25 years old. Nationals of the country of assignment are not eligible, except the assignments in Headquarters duty stations.

Within the terms of the organization’s delegated authority, and under the direct supervision of the Chief of the Financing for Peacebuilding Branch, the UN Volunteer will undertake the following tasks:

1. Web Application Development:

• Assist in the design, development, and maintenance of Drupal based websites;
• The UNV will help to improve the end-user experience for the PBF website and adoption of web applications.
• Design new webpages as required for greater visibility and results reporting;
• Update and maintain end-to-end solutions based on functional requirements.

2. Data and content maintenance:

• Post and update website content including Country specific pages;
• Upload documents to the website including the country briefs;
• Ensure the quality of the data before inserting or migrating
• Regularly update photo library and other organizational databases with information received from Regional/Country Offices;
• Perform other data and content maintenance related tasks as required

3. Documentation, outreach and user support:

• Draft, write, design and produce various types of documentations, such as user manual or guidelines to support country office colleagues; outreach or awareness materials, including e-flyers, and simple video clips; minutes of meetings; and systems documentation.
• Produce regular easy to read and appealing reports and statistics on data status and application usage, making use of Google Analytics.
• Support the implementation of the Advocacy and Communication Strategy with a focus on redesigning the PBF website and regularly updating content on the website for greater advocacy and donor communications.
• Assist in running a series of webinars using the standard platforms in PBF
• Perform other documentation and outreach related tasks as required.

4. Other tasks as required.

Promotion of the United Nations Volunteers Programme mandate.

Minimum age: 25 years old. Nationals of the country of assignment are not eligible, except the assignments in Headquarters duty stations.

Under the overall direction of and reporting to the Head of Engineering Support Unit, responsibilities will include:

• Assist in daily routine administrative issues, such as, but not limited to: drafting memoranda, faxes, letters etc, making copies, following up on the progress of document submission and approval status, maintaining filing system and conducting archiving for all units of Engineering Section;
• Ensure all Engineering records, recruitment files, staffing tables and Organigrams are up-to-date;
• Prepare and process relevant documents for recruitments and extensions of contracts for international, national and UN Volunteers; assist with the succession planning of retiring/checking out staff members;
• Prepare regular and updated recruitment status for international, national and UN Volunteers and assisting/recommending on recruitment processes and procedures to Hiring Managers;
• Schedule and coordinate interview related activities for staff such as UN Volunteers and national staff; assisting with documenting UN Volunteers/National Staff recruitment interviews as and when required;
• Assist and advise newly arrived staff on pertinent administrative tasks prior to deployment such as accommodation requests, requests for equipment such as radio and computer, Geospatial, Information and Telecommunications Technologies (GITT) forms to accomplish, etc.;
• Monitor, prepare, review and submit Monthly Attendance records to Time and Attendance Unit;
• Prepare written responses to queries concerning Engineering and Human Resources related matters such as contract extensions, entitlements like home leave/family visits/ Education Grants, e-PAS, etc.;
• Assist in distribution of outgoing/incoming correspondences to various units of Engineering Section/concerned section and conducting follow through activities;
• Prepare supply/GITTS equipment requests, follow up on orders and deliveries;
• Assist and advise headquarters or field based Administrative/Team Assistants within Engineering section regarding human resource/administrative related duties;
• Manage, coordinate and advise staff on internal and external training requirements of Engineering section in coordination with the Integrated Mission Training Centre (IMTC)/training institutions such as fax confirmations, flight plans, travel requests, visa, other pertinent travel documents; preparing administrative and other training requirements for the regularly conducted Engineering conference or similar activities;
• Plan or organise meetings, conferences, VTCs and events for the section and preparing notes, minutes or reports as appropriate.
• Perform additional related tasks as and when required by the Chief Engineer or Deputy Chief Engineer relevant to the assignment.

Minimum age: 25 years old. Nationals of the country of assignment are not eligible, except the assignments in Headquarters duty stations.

Under direct supervision of the Programme Support Officer – Finance & Administration and the guidance and of the Management Specialist, the Administrative & Operations Officer will provide effective and efficient support to administrative activities and tasks of the Stabilization Pillar. The Administrative & Operations Assistant must preserve full confidentiality and professionalism in all aspects of the assignment, maintenance of protocol procedures, and management of information flows. The key responsibilities of the Administrative & Operations Assistant are as following:
1. Ensures implementation of effective administration, operational and resource management strategies for the Stabilization Pillar and adapts processes and pro-cedures, focusing on the achievement of the following results:

• Provide high quality strategic and substantive input to design and/or make changes to the overall operational framework for the Stabilization Pillar.
• Maintain and suggest improvements for the Stabilization Pillar’s Administration and Op-erations/Finance team’s system for controlling expenditure, including accurate issuance of chart of accounts, ensuring vouchers processed are matched and completed, trans-actions are correctly recorded and posted in Atlas; travel claims and other entitlements are duly processed, receipting of goods and services and establishment of accruals are properly done in compliance with IPSAS and UNDP policies and procedures.
• Support the Programme Support Officer – Finance & Administration in stringent and consistent application of the HACT Framework, including ensuring the appropriate use of the FACE Forms, timely follow-up on assurance activities, with emphasis on third-party led spot-checks and conducting HACT audits (where relevant).
• Support the Stabilization Pillar’s preparations for Project (DIM), HACT and other audits.
• Timely follow-up on audit recommendations, and agreed follow-up actions relating to finance and operations, ensuring consistent application across the Stabilization Pillar, and update the Programme Support Officer – Finance & Administration on actions taken.
• Ensures clear and efficient process flows are in place, and work effectively for the Sta-bilization Pillar’s administration and finance support provision including as a minimum on;
o Vendor Registrations
o Processing payments
o Closure of e-requisitions and purchase orders
o Preparation of and monitoring programmatic contracts/agreements (LOAs, RPAs, etc.)
o Monitoring the aging of cash advances to Responsible Parties and flagging them to the Programme Support Officer – Finance & Administration for required action
• Ensure supporting the Stabilization Pillar team in maintaining an efficient document man-agement system for its records, including through the use of the Share Drive.
• Ensure timely operational and financial closure of the Stabilization Pillar Outputs in AT-LAS, in keeping with UNDP’s project closure requirements.
2. Provides effective support to the Programme Support Officer – Finance & Ad-ministration on administration of the Stabilization Pillar’s financial resources fo-cusing on achievement of the following results;
• Working together with the Stabilization Pillar team, develop an overview of multi-year cost projections (i.e. for programme and operations), to support resource mobilization efforts.
• Work closely with the Programme & Operations Officer to prepare Multi-year/Annual work plans/budgets based on the guidance of the Stabilization Management Specialist,

ensuring compliance with the cost-sharing agreements. • Continuous analysis and monitoring of the Stabilization Pillar’s expenditure, commit-ments, and cash resources, to ensure alignment with approved workplans/budgets, third party cost-sharing agreements, Project Board decisions.
• Prepare regular periodic analyses, and forecast, to present to the Programme Support Officer – Finance & Administration, to enable timely decision-making.
• Based on analyses, if required prepare budget revisions, and ensure accurate reflection in ATLAS, supported with the required paper-trail.
• Ensure the required range of ATLAS based reports are relied upon to arrive at the most accurate picture of the Stabilization Pillar’s finances.
3. Supports Administrative Issues for smooth Project Implementation on the Stabi-lization Pillar focusing on achievement of the following results:
• Support the Stabilization Pillar’s resource mobilization efforts by preparing budgets, en-suring accurate reflection of funding needed, as a minimum capturing programming, communications, M&E, operations, Country Office direct project costs, general man-agement support costs and where relevant the 1% development coordination levy.
• Support the Management Specialist with the preparation of cost-sharing agreements, for review and clearance by Stabilization Pillar and Country Office, for finalization.
• Ensure up to-date tracking system is in place to monitor all cost-sharing agreements, including the tracking of revenue/tranches under the agreements. Accordingly, liaise with the Finance Unit on controlling the Accounts Receivables for the Stabilization Pil-lar.
• Ensure the timely and quality preparation of financial reports for donor, project board, corporate reporting requirements, and other ad-hoc requirements are in place as re-quested.
4. Facilitation of knowledge management and skills building focusing on achieve-ment of the following results:
• Proactively follows up to stay abreast with relevant UNDP policy and practice develop-ments relating to operations, including through engagement in UNDP’s online knowledge management platforms.
• Based on identified needs in consultation with the Programme Support Officer – Fi-nance & Administration and the Stabilization Pillar team, prepares orientations/update sessions on relevant policies and procedures relating to administration, finance and other operational matters, including on the use of ATLAS.
• Where required provides cross-project/cross- pillar knowledge building efforts, with a view to share good practices and lessons learned from the Stabilization Pillar.

Candidate age: between 18 and 29 throughout the entire duration of their assignment. Applicants must be nationals of or legal residents in the country of assignment.

Dentro de la autoridad delegada y bajo la supervisión directa del Jefe de Gestión de Recursos, la supervisión general del Jefe de Misión de la OIM, el Voluntario/a ONU deberá:

1. Apoyo en la verificación de documentos de pago a proveedores de bienes y servicios de manera que se encuentren completos, tengan la información requerida/necesaria y los cálculos numéricos sean correctos.
2. Asistencia en el registro de cuentas por pagar en el sistema SAP financials.

3. Asistencia manteniendo archivos de cuentas por pagar actualizados.

4. Apoyo en la creación de proveedores en el sistema, así como mantener actualizada la base de datos en SAP.
5. Asistir en la limpieza mensual en SAP de los proveedores de bienes y servicios (clearing vendors).

6. Apoyo en la preparación del “travel expense claim” en línea con las regulaciones OIM vigentes y remitirlos para procesamiento.

7. Realizar seguimiento semanal de los “open items” en el Sistema, asistiendo en la limpieza de los adelantos realizados a los proveedores de bienes y servicios, así como al personal.
8. Asistir en los cierres mensuales.
9. Otras tareas que le sean asignadas.