Skills and Qualifications
UN VOLUNTEER DESCRIPTION OF
ASSIGNMENT
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ZMBR000136--Administrative
Assistant: Travel and Transport
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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
long-established, 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.
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General Information
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Country of
Assignment                   Zambia
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Host
Institute                                          United Nations Children's Fund
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Volunteer
Category                            National Specialist
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Number of
Volunteer                         1
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Duration                                                    12 months
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Expected Starting Date                       Immediate
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Duty
Station                                            Lusaka [ZMB]
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Assignment
Place                               Family Duty Station
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Assignment Place Remark
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None.
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Living ConditionsÂ
Lusaka became the capital city of Zambia in May
1935. Lusaka’s central position in Zambia and it is extremely pleasant climate
were two of the main reasons for its selection as the capital. It is a metropolis,
which provides a home to about two and half million (2.5M) inhabitants of many
different nationalities. It has grown to become the seat of the Government of
the Republic of Zambia and as such all diplomatic missions, international
organizations, industrial and commercial entities have set base. Its political,
social, economic and cultural significance has also increased through the
years. Lusaka has all amenities in place that would make visitors stay
comfortable. For more info, visit: http://www.zambiatourism.com.
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The UN Volunteer will be responsible for arranging his/her own housing
and other living essentials.
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National UN Volunteers are part of the medical insurance plan.
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Assignment Details
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Assignment
Title                                  Administrative Assistant: Travel and Transport
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Organizational Context &
Project Description
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The Zambia Country Office
Administration Unit is under the Operations Section and is headed by an
Administrative Officer with the support of an Administrative Associate and two
Administrative Assistants.
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The Unit provides
administrative support to over 100 staff members and the current staffing is
not sufficient to meet the daily demands from staff members. As such, the unit
has continued to make use of the internship programme and with the contracts of
the two current interns coming to an end in June and July 2019 respectively,
the unit with support from the office is looking at engaging a United Nations
Volunteer.
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Sustainable Development Goals 17. Partnerships For the Goals Task description
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Within the delegated
authority and under the supervision of the Administration Officer or his/her
designated mandated representative(s), the UNV Administrative Assistant will:
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Raise all operations works
orders e.g. vehicle maintenance, car hire, maintenance etc; Manage Driver
scheduling / coordination for all local travel both within and outside Lusaka
for transport requests;
Manage an efficient Mail delivery registry for
all in-coming and outgoing mail ;
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Efficiently process all
Drivers Travel claims within 5 working days to avoid Drivers having open travel
authorizations over 15 days;
Ensure that all UNICEF
vehicles are maintained on a regular basis and not exceeding 5000km between
each service;
Conduct monthly vehicle
inspection to ensure all the UNICEF vehicles are stocked with the relevant
equipment and are kept in clean condition;
Efficiently process all
operations related payments against Purchase Orders and scanning documents in
VISION;
Assist in compiling
Administrative data on a timely basis for monthly reports; Any other related
tasks as may be required or assigned by the supervisor.
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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
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traditional and/or local forms of volunteerism
in the host country- Provide annual 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.
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Results/Expected Outputs
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As an active UNICEF team
member contribute to efficient, timely, responsive, client-friendly and
high-quality support rendered to UNICEF and its beneficiaries in the
accomplishment of her/his functions, including:
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Maintain a daily record of invoices received;
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Weekly compilation of Administrative data (fleet
management, stationery);
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Efficient fleet management with well-maintained
vehicles;
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Staff travel requests are addressed in a timely
manner;
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All operations invoices are paid within 30 days
of receipt.
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• 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
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Qualifications/Requirements
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Required
Degree Level                    Bachelor degree or equivalent
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Education - Additional
Comments
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Bachelor’s degree in Business
Administration, Records Management, Office/Fleet Management or related field
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Required
experience                        24 months
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Experience Remark
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At least 2-3 years of
professional work experience at the national and/or international level in
Operations or Administration or other relevant programmes; experience with
Asset and Fleet Management is an asset, as is experience working in the UN or
other international development organizations.
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Language
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 English (Mandatory) , Level -
Fluent
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Area of
Expertise
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 Development programme/project
administration Mandatory
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Area of
Expertise Requirement
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Need Driving Licence                       No
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Competencies
& Values
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 Accountability
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 Client Orientation
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 Commitment and Motivation
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 Commitment to Continuous Learning
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 Communication
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 Ethics and Values
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 Integrity
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 Planning and Organizing
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 Professionalism
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 Respect for DiversityÂ
 Working in TeamsÂ
Conditions
of Service and other information
Conditions
of Service:Â
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.
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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.
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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.
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For UN Volunteer entitlements, kindly refer to the link
https://vmam.unv.org/calculator/entitlements
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Supervision, induction and
duty of care of UN Volunteers
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UN Volunteers should be
provided equal duty of care as extended to all host entity personnel. Host
entity support to the UN Volunteer includes, but is not limited to:
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-Â Introductory briefings about
the organisation and office-related context including security, emergency
procedures, good cultural practice and orientation to the local environment;
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-Â Support with arrival administration and official
processes;
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-Â Structured guidance,
mentoring and coaching by a supervisor including a clear workplan and
performance appraisal;
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-Â Access to office space,
equipment, IT support and any other systems and tools required to complete the
objectives of the assignment including a host entity email address;
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-Â Access to shared host entity corporate
knowledge, training and learning;
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-Â Any necessary security
measures, ensuring that UN Volunteers are covered by the United Nations
Security Management System (UNSMS) in line with the UNDSS Security Policy
Manual;
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-Â Leave management;
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-Â DSA for official travel, when applicable;
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-Â All changes in the
Description of Assignment occurring between recruitment and arrival or during
the assignment need to be formalized with the United Nations Volunteer
Programme.
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Application
Code                                ZMBR000136-5453
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Application procedure
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* Not yet registered in the
UNV Talent Pool?
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Please first register your
profile at https://vmam.unv.org/candidate/signup. Important: After creating
your account, complete all sections
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of your profile and submit it. Then go to ‘My
Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’
hyperlink.
Lastly, select the special call to which you would like to apply.
* Already registered in the
UNV Talent Pool?
Please first update your profile at
https://vmam.unv.org/candidate/profile. Then go to ‘My Page’ at
https://vmam.unv.org/candidate/mypage
and click on the ‘Special Calls’ hyperlink to select the special call to which
you would like to
apply.
Application deadline: 06
October 2019
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.