TERMS OF REFERENCE

National UNV Volunteer Specialist in Administrative Support

Position: National UNV Volunteer Specialist in Administrative Support

Duration: 12 months (extendable)

Working Hours: Full-time – 8 working-hours/day

Host agency: UNV Office

Duty Station: Ha Noi, Viet Nam

Starting date: January 2009

UNV PREAMBLE

This post is a United Nations Volunteers Programme Assignment and based on the values of voluntary commitment, and engagement, which are the foundations of volunteerism.

The United Nations Volunteers is the UN Organization that supports sustainable human development globally through the promotion of volunteerism and through the mobilization of volunteers. It serves the causes of peace and development by enhancing opportunities for people’s participation. It is universal, inclusive and embraces volunteer actions in all its diversity.

Volunteerism is diverse and is embedded in all cultures. Voluntary action in its various forms brings benefits to others as well as to the individual volunteer. It makes important economic and social contributions, and it contributes to creating social capital and cohesion by helping to build trust and reciprocity among people.

In this context, as a United Nations Volunteer you are encouraged and expected to try to identify and stimulate local expressions of volunteerism. You are expected to regard your national colleagues as peers and together uphold the trust placed in you as volunteers by the communities and the organization you are assigned to.

BACKGROUND

Project “Strengthening Capacity of Volunteerism for Development in Viet Nam” (VDVN):

The project aims to support the establishment and capacity development of the Viet Nam Volunteer Information Resource Centre (VVIRC) as a national volunteering infrastructure under the Ho Chi Minh Communist Youth Union (HCYU), which is the largest national volunteering organisation in Viet Nam. VVIRC will coordinate volunteering opportunities, increase capacity in volunteer management and contribute to the development of policy recommendations that will lead to a legal framework for volunteerism. It will thus create an enabling environment for the voluntary participation of a broad spectrum of people and organisations to contribute to an equitable and inclusive social and economic development of the country. VVIRC will provide valuable contribution to the achievement of the MDGs, especially for youth and other vulnerable groups in the rural areas, and gender equality, in particular.

The project is implemented by Ho Chi Minh Communist Youth Union, in partnership with the government, national and international organisations, and UNV/UNDP.

Administrative support is needed in the UNV Office while the programme is widening its activities and cooperation especially with the implementation of the VDVN project and increasing number of volunteers.

The NUNV Administrative assistant will be recruited locally and assigned to the office of the UNV Country to assist in the coordination, organization and overall support to the UNV Office and its projects. He/ She will deal primarily with personnel, logistical and administrative requirements related to the VDVN project and UNV assignments.

The NUNV Administrative Assistant will work under the direct supervision of the UNV Programme Officer/ COT Team Leader through whom he/she reports to the UNDP Country Director. To function effectively it is essential that the UNV Administrative Assistant maintain close working relations with the other staff of the VDVN Project Management Unit (based at HCYU Office) and UNDP office, both in administration and programme divisions, and be well integrated as a member of the UNDP team.

DUTIES AND RESPONSIBILITIES

1. Administrative Support to VDVN Project (60%)

·  Assist the PMU in the recruitment of National UN Volunteer Specialists, International volunteers, national and international consultants as required.

·  Support the PMU by providing correct advise on their queries related to project administration, financial management and project procurement in line with UNV/UNDP administrative and financial rules/regulations.

·  Provide the PMU with guidance to ensure that they have clear understanding of the use of each project budget lines and required forms eg. Progress report, financial report, FACE form etc.

·  Prepare quarterly advance and other project payments on Atlas and ensure that proper authorizations and supporting documents are submitted to Finance for bank transfer and keep the documents in good order for file and ready for auditing requirements.

·  Search for the required financial information, expenditures from Atlas to assist UNV PO in the preparation of project budget and subsequent revisions.

·  Assist UNV PO in updating project data on Atlas project management module eg. Annual project budget and revisions, Issue Log, Risk Log etc.

·  Act as contact point between PMU and UNV office.

·  Provide support to other project-related matters as required.

2. Support UNV Country Office (40%)

Human Resources Management

·  Assist in recruitment of UNVs when needed including ensuring TORs under UNV format, sending out advertisement for posts on relevant websites and newspapers, assisting in initial screening, and logistic arrangements interviews for selection.

·  Maintains personnel files of all UNVs assigned to the country, entering new National UN Volunteers’ data in the DINA database; Assist UNVs in completing administrative procedures upon their arrival and departure.

·  Assist UNV COA in entering data for hiring volunteers, absence management on Atlas.

·  Update UNV Monthly Leave Records and send reminders to UNVs as/when necessary, monitor leave and draft leave reports for the UNV Country Office Team with particular attention to the final leave entitlement.

·  Liaise with serving UN Volunteers on administrative matters including medical insurance claims, travel authorizations and claims, inventories of personal effects of serving UNV volunteers as per current rules and regulations.

Logistical Supports

·  Assist in supporting new UNV Volunteers arriving to the country, in the issuance of UNV Identity Cards, Emergency Cards, business cards, letter for opening bank account and other documents.

·  Maintain and update UNV database, security information.

·  Manage the UNV email box on a daily basis and answer general queries about UNV and manage mailing list and disseminate UNV publications (?)

·  Provide logistical support to UNV office (photocopies, car booking, etc.) and manage stationary and office equipment

·  Maintain UNV’s general office files and keep information and reference material in a manner, which allows easy reference and retrieval.

·  Assist in logistic arrangements for UNV Annual Workshop, UNV meetings, etc.

·  Perform other tasks as assigned by the UNV PO related to the administration of the UNV Programme.

ESSENTIAL REQUIREMENTS AND EXPERIENCE

·  Graduate of a recognized university or training institution

·  Proficiency in English, including good written skills

·  Minimum 2 years of relevant work experience

·  High level of computer literacy, particularly in MS Office and ability to operate standard office equipment.

·  Excellent abilities to organize his/her workload

HIGHLY DESIRED QUALIFICATIONS AND EXPERIENCE

·  Prior volunteer experience and commitment to volunteerism

·  Strong interpersonal and networking skills

·  A demonstrated high level of professionalism and maturity and an ability to work in high- pressure situations to meet tight deadlines

·  Positive attitude and ability to work independently as well as part of a close-knit team in a professional and timely manner

·  Ability to prioritize, summarize and organize information

·  Experience or familiarity in dealing with media and / or with communications issues and products including online media and website development

·  Experience in development work and familiarity with the UN system is an advantage

CONDITIONS OF SERVICE FOR NATIONAL UNV VOLUNTEER SPECIALISTS:

National UN Volunteer Specialists in Viet Nam receive a volunteer living allowance (VLA), which is intended to cover their accommodation and basic living expenses. In Viet Nam the VLA is VND 6,900,000 per month. They also receive a resettlement allowance equal to one month’s VLA per 12 months assignment upon successful completion of the assignment. Full medical and life insurance is provided, and they are entitled to 30 days annual leave.

Promotion of Volunteerism

As a UNV volunteer, you are expected to promote volunteerism and/or engaging in volunteering activities. As such you are encouraged to:

·  Attend UNV annual result workshop (2-3 days)

·  Strengthen your knowledge and understanding of the concept of volunteerism by reading relevant UNV and other publications and taking active part in UNV activities;

·  Get acquainted with traditional and/or local forms of volunteerism in the host community;

·  Network and build relationships with local organizations, groups or individuals and support and/or participate in local volunteering initiatives;

·  Encourage and mobilize co-workers, fellow UNV volunteers and members of the local community to play an active part in the development of their community;

·  Contribute articles/write-ups on field experiences and submit for UNV publications/websites, newsletters, press releases, etc.;

·  Initiate and/or participate in local volunteer groups. Assist them in submitting stories, experiences to the World Volunteer Web site;

Promote or advise local groups in the use of OV (online volunteering), or encourage relevant local individuals and groups to use OV whenever technically possible.

APPLICATION PROCEDURES:

Interested national candidates should include a detailed curriculum vitae (CV) and an application letter (both in English) in a sealed envelope marked: “Application for the post of NUNV Volunteer Specialist in Administrative Support” to the address below or via email to Ms. Luu Thi Ngoc Anh at (preferable)

UNV Office

United Nations Development Programme (UNDP)

25-29 Phan Boi Chau Street

Hanoi

Deadline: 26th December 2008

We regret that acknowledgement will be sent to short-listed applicants only.

United Nations Volunteers - Vietnam

25-29 Phan Boi Chau Street, Hanoi, Vietnam Telephone: (844) 942 1495 Fax: (844) 942 2267 Email:

UN Volunteers is administered by the United Nations Development Programme (UNDP)