UN VOLUNTEER DESCRIPTION OF ASSIGNMENT. LSOR Administrative Assistant

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1 UN VOLUNTEER DESCRIPTION OF ASSIGNMENT LSOR Administrative Assistant 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 longestablished, 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. General Information Country of Assignment Lesotho Host Institute United Nations Development Programme Volunteer Category National Specialist Number of Volunteer 1 Duration 12 months Expected Starting Date Immediate Duty Station Maseru [LSO] Assignment Place Family Duty Station Assignment Place Remark Under the supervision of UN Coordination Specialist and direct collaboration with RCO Programme Associate, the National UN Volunteer will undertake the following tasks: Supports preparation and implementation of the RCO Work Plan focusing on the achievement of the following results: Support the RCO Programme Associate in processing documentation requirements of the RCO staff such as travel requests, payments and ensure timely follow-up Support preparing routine correspondence; keep systematic and organized records of documents of the office Support with logistics and administrative issues for visiting missions, NRAs and consultants, including organizing mission agendas and other Review of all correspondences from RCO for proper clearance prior to the Approver s signature; distributes outgoing correspondence cleared or signed by the RCO. Direct responses to inquiries or redirect them to the substantive focal points within the RCO. Maintain UN calendar of events Liaise with UN Communications Group on materials produced by RCO for media and publication Support innovations and youth related activities 25 Jun 2018 Page 1 of 5

2 Provide support on other RCO administrative issues Living Conditions National UNV is expected to stay in Maseru, Lesotho. He/she will be expected to make living arrangements by himself/herself. Assignment Details Assignment Title Administrative Assistant Organizational Context & Project Description The United Nations Country Team (UNCT) in Lesotho, in close collaboration with the Government and key stakeholders, is in the process of finalization of the new United Nations Development Assistance Framework for (UNDAF) that will be signed by participating Agencies, Funds and Programmes: FAO, IOM, UNAIDS, UNDP, UNICEF, UNFPA, WHO and WFP and Non-Resident Agencies (NRAs). The UNDAF outlines UN System planned support in achieving national priorities. The United Nations in Lesotho is a Delivering as One (DaO) self-starter piloting for One UN reform. Since adopting this approach in 2009, the UN in Lesotho has been developing new ways of working together with Government and the partners to achieve a greater impact on the ground by being more results-oriented, efficient and harmonizing business practices across agencies. The new UNDAF will be implemented through re-established UNDAF Steering Committee. Office of the UN Resident Coordinator will provide Secretariat support to the SC. To coordinate the work of the UN system at the country level, the RC/UNCT roles and demands are supported by the RC Office (RCO). The RCO supports 10 core coordination functions performed by RCs and UNCT as appropriate: 1) Strategic analysis and planning; 2) Oversight of the UN country programming cycle; 3) Representation of and support of UN Secretariat and UN agencies/nras; 4) Support to national coordination systems and processes; 5) Development and management of shared operational support services; 6) Crisis management and preparedness response; 7) External communication and advocacy; 8) Human rights and development; 9) Joint resource mobilization and fund management; and, 10) General oversight and management. The RCO in Lesotho provides support to the UNCT and its various inter-agency coordination groups to effectively deliver on the 10 core coordination functions through the following areas of practice. The RCO also acts as a first port-of-call to provide services and support to the Government, the NGOs/CSOs, the development partners and other stakeholders. Sustainable Development Goals 17. Partnerships For the Goals UNV Focus Area National capacity development via volunteer schemes Task description Support to RCO in providing secretarial support to UNDAF inter-agency meetings and UNDAF Steering Committee Support logistics support to UNDAF inter-agency groups, consultants and missions Support to UNDAF related activities particularly organizing events, workshops and meetings, including sending out invitations, follow-up, reservations of venues, arranging use of necessary equipment and transportation, collating relevant materials, etc; Liaise with relevant UN, government and non-government organizations related to logistical support to collaborative and joint programmes of the UN Support the RCO in capturing photos and taking registrars of the UNDAF/various activities the RCO will be leading in implementing Other activities as required 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 25 Jun 2018 Page 2 of 5

3 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 Maintenance of UNDAF stakeholders contact list UNDAF meetings/workshops reports stored Key LUNDAP/UNDAF/ documentation stored in office/database, CD with all UN analytical materials produced UN Coordination matrix with staff memberships in various groups updated regularly Daily support to RCO on logistics and administrative issues Administration support to UNDAF validation and annual meetings with the Government and partners Weekly UN Media appearance reports from Lesotho print media Bookings of boardrooms, workshop venues and setting up visibilities Submitted procurement requisitions and payments of vendors and RCO consultants A final statement of achievements towards volunteerism for development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed. The development of capacity through coaching, mentoring and formal on-the-job training, when working with (including supervising) national staff or (non-) governmental counterparts, 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 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 dur-ing the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed Qualifications/Requirements Required Degree Level Bachelor degree or equivalent Education - Additional Comments University Degree or equivalent in Business Administration, International Relations, Development Studies or other Social Science would be desirable. Required experience 24 months Experience Remark Experience in the usage of computers and office software packages (MS) Word, Excel, and PowerPoint etc and advance knowledge of spreadsheet. Colleagues Language Skills Sesotho (Mandatory), Level - Fluent AND - English (Mandatory), Level - Working Knowledge Area of Expertise 25 Jun 2018 Page 3 of 5

4 Other finance, economics and administration related experience Mandatory Administration and administrative assistance Mandatory Area of Expertise Requirement Experience working for multi donors or UN Agencies a significant advantage Please enter up to three areas of expertise from this list and indicate if they are mandatory (note: VMAM requires entry of one mandatory expertise): Expertise Knowledge management, archiving and documentation Mandatory yes/no Solid computer skills, including full proficiency in various MS Office applications (excel, word etc) Other Communications related Experience Competencies and Values: Integrity and professionalism: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take ownership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confidentially; responsive and client-oriented. Accountability: mature and responsible; ability to operate in compliance with organizational rules and regulations. 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. Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender. 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; ability to maintain composure and remain helpful towards the staff, but objective, without showing personal interest; capacity to transfer information and knowledge to a wide range of different target groups. Flexibility, adaptability, and ability and willingness to operate independently in austere, remote and potentially hazardous environments for protracted periods, involving physical hardship and little comfort, and including possible extensive travel within the area of operations; willingness to transfer to other duty stations within area of operations as may be necessary. Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards the UN core values. Need Driving Licence No Competencies & Values Accountability Adaptability and Flexibility 25 Jun 2018 Page 4 of 5

5 Ethics and Values Technological Awareness Conditions of Service and other information Condition of Service Click here to view Conditions of Service 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 applicable Volunteer Living Allowance 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) on a monthly basis will be provided. For UN Volunteer entitlements, kindly refer to the link Calculator Disclaimer 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. 25 Jun 2018 Page 5 of 5