Personnel Section invites all interested and qualified candidates to apply for the announced position. All interested candidates should submit their applications (Personal History Profile - P11 and/or CVs) and copies of their educational certificates to Recruitment Unit/Human Resources Section via email: minustah-recruitment@un.org. 

Please include also the job opening number of the above position in your e-mail application. Acknowledgment will be sent to short listed candidates only.

Org. Setting and Reporting: This position is located at the UNV Support Office within the Department Office of Chief of Mission Support. The incumbent will report to the Head of UNV Support Unit.

Duties and Responsibilities

Finance:

• Coordinate the processing of home leave entitlements for UN Volunteers in close collaboration with Finance/ Admin. Officer and UNV HQ.
• Ensure that Method of Payment Form (with respect to VLA preference of payment) for the UNVs is updated with the finance section and in the individual files (as and when required).

Prepare memo regarding VLA in advance, repatriation entitlements and SIG in absence of Finance Officer.

Administration:

• Leave monitoring/ approval/ adjustment of leave requests and approval of leave reports for all UNVs deployed in MINUSTAH, in accordance with administrative instructions/ procedures.
• Facilitate Administrative Officer in contract extension/ repatriation/ resignation process for UN Volunteers.
• Respond to UNV queries and concerns in accordance with the UNV Conditions of Service and other guidelines established within UNV Office.
• Ensure that all important documents especially for new arrivals or for any change in inventory or beneficiary form of UNVs is transmitted to Portfolio Associate in UNV HQ on regular basis.
• Focal point for preparation of employment letters for the UN Volunteers (mainly requested for visa and tax exemption services).
• Guide and facilitate UNVs in applying for visa and preparation of documents related to visa application process (US, Schengen, Canadian)
• Guide about CIGNA policies and facilitate UNVs to file their Medial Insurance claims.
• Assist Programme Manager in writing information circulars, standard operating procedures, guidance notes, creating templates and other related documents.

Records Management & Archiving:

• Alternate Focal Point for Archiving of UNV files and records.
• Focal Point for collection and disbursement of documentation from UNV Volunteers for action at UNV Support Office.

Ensure efficient and effective filing system both electronically (on share drive) and in the individual files of UN Volunteers, as well as common office files.

Volunteerism and Advocacy:

Facilitate UNV PM in follow-up of volunteer projects and initiatives by maintaining the contact with local partners, associations and beneficiaries. This should be carried out along with Project & Advocacy Officer (when she/ he is present at duty station) and independently in absence of Project & Advocacy Officer.

Manage UNV Boutique (both funds and articles for sale) - maintain contact with suppliers and NGOs to ensure that their inventory is properly displayed.

Perform other related administrative duties, as required (e.g. operational travel programme; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conference and translations in (English, French and Creole)

Competencies:

Communication:  Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping other informed.

Planning & Organizing:  Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education: High School diploma is required. A combination of relevant certification/diploma or other academic qualifications or training in human resources management, business administration or related field is desirable.

Experience: At least five (5) years of relevant and progressively responsible work experience in Administrative Services, human resources management, or related area is required. 

Languages: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.