Administrative & Logistics Clerk

Job Title: Administrative & Logistics Clerk

Organization: United Nations Volunteers (UNV)

Host entity: UN Women Ukraine

Assignment country: Ukraine

Expected start date: 21/08/2023

Sustainable Development Goal: 5. Gender equality

Volunteer category: National UN Volunteer Specialist

Type: Onsite

Duration: 4 months (with possibility of extension)

Number of assignments: 1

Duty stations: Kyiv

Details

Mission and objectives

UN Women supports UN Member States as they set global standards for achieving gender equality, and works with governments and civil society to design laws, policies, programmes and services needed to ensure that the standards are effectively implemented and truly benefit women and girls worldwide.

Context

Since the beginning of the Russian military invasion on 24 February 2022, Ukraine is rapidly emerging as one of the world’s most complex emergencies with over 3 million refugees already fleeing the country and with growing humanitarian crisis and needs. Women’s groups and civil society organizations have been quick to react to the immediate priorities of their communities, but face many challenges as they attempt to provide support to large numbers of internally displaced people, host-communities and those directly affected by violence and insecurity. Civil society, and particularly women’s organizations in Ukraine are in the front-line to deliver immediate humanitarian assistance to displaced women and girls. Displaced women and girls are facing multiple human rights violations, including sexual and gender-based violence.

Task description

Under the direct supervision of Operations Manager or his/her designated mandated representative(s) the UN Volunteer will undertake the following tasks: Support implementation of operational strategies by: · Full compliance of administrative activities with UN/UN Women rules, regulations, policies and strategies; · Provision of inputs to the project’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs); · Provision of inputs to the preparation and implementation of administrative team results-oriented work plans. Provide general contract administrative support to the project implementation in: - Monitoring the timely submission of deliverables and timely processing of payments under project special service agreements and institutional contracts; - Regular updating the project main register of contracts and payments; - Compiling necessary documents for hiring of new or amending contracts of current consultants or companies; - Gathering necessary documents for creation/amendment of Vendor Profiles, e-requisitions, Purchase Orders, micro-canvass forms, vouchers. Ensure effective provision of administrative and logistical support by: · Ensuring that travel arrangements and authorizations, passport and visa requests and extensions, flight bookings and all other matters related to travel of international and national staff are properly and timely authorized and processed; · Providing administrative and logistical support in preparation of missions, conferences, workshops; · Providing inputs for preparation of budget, provision of information for audit; · Assisting in organization of shipments, mailing of documents for UN Women; · Participation in data collection, analysis and maintenance of projects related database and files; maintaining accurate electronic and paper filing, information and records systems ensuring safekeeping of confidential materials; · Participation in project activities (meetings, round tables, conferences, other public activities) preparation, implementation and follow up, taking meeting minutes; · Support Buyer in preparation of Purchase Orders (POs) by submitting full set of necessary supporting documents. Ensure provision of basic administrative support services to the project: · Preparation of routine draft correspondence and reports; · Extract, input, copy, scan and file data from various sources, · Selection of suppliers for basic goods and services by collecting quotations; · Collect background information documents, as necessary; · Communication with partners on technical issues of cooperation; · Maintenance of records on project assets management and preparation of required reports; · Maintenance of project contract management. Provide support to knowledge development and knowledge sharing through: · Participation in the training for office staff. · Contributions to knowledge networks and communities of practice.

Eligibility criteria

Age

27 - 80

Nationality

Candidate must be a national or legal resident of the country of assignment.

Requirements

Required experience

3 years of experience in handling web-based management systems would be a strong asset. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.

Area(s) of expertise

Administration

Driving license

-

Languages

Ukrainian, Level: Fluent, Required English, Level: Fluent, Required

Required education level

Bachelor degree or equivalent in public administration, finance, management or similar field.

Competencies and values

☒ Accountability ☒ Commitment and Motivation ☒ Communication ☒ Creativity ☒ Ethics and Values ☒ Integrity ☒ Planning and Organizing ☒ Respect for Diversity ☒ Self-Management ☒ Technological Awareness ☒ Working in Teams

Other information

Living conditions and remarks

As it is a national UN Volunteer's assignment, the volunteer shall organize his/her accommodation by themselves. It is a full-time assignment. Taking into account the current circumstances in the country, telecommuting arrangements can be applied by the Host Entity. Entitlements of National UN Volunteer (Specialist - Step 1) The contract lasts for the period indicated in the vacancy with possibility of extensions subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment. Allowances: • Volunteer Living Allowance (VLA): A Volunteer Living Allowance (VLA) USD 1534 (equivalent in UAH) is provided monthly to cover housing, utilities and normal cost of living expenses. This includes Well-Being Differentials for the period while the ICSC applies E-hardship classification to duty stations in Ukraine. • USD 400 entry lump sum, one-time payment. Medical and life insurance: • Medical insurance: The UN Volunteer and eligible PFU dependents will receive UNV provided medical insurance coverage. Coverage for UN Volunteers begins from the Commencement of Service and normally ceases one month after the last day of the UN Volunteer Contract date. • Life Insurance: UN Volunteers are covered by life insurance for the duration of the UN Volunteer assignment. If a UN Volunteer dies during the UN Volunteer assignment, the eligible designated beneficiaries will be entitled to receive a life insurance lump sum. Leave entitlements: • Annual leave:  UN Volunteers accrue an entitlement to 2.5 days of Annual Leave per completed month of the UN Volunteer assignment. Unused accrued Annual Leave up to a maximum of 30 days is carried over in case of a contract extension within the same UN Volunteer assignment. Unused accrued Annual Leave may not be carried over in case of reassignment or a new assignment. • Learning leave: Subject to supervisor approval and exigencies of service, UN Volunteers may request up to ten working days of Learning Leave per consecutive 12 months of the UN Volunteer assignment, starting with the Commencement of Service date, provided the Learning Leave is used within the contract period • Certified Sick Leave: UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. This amount is reset every 12-month cycle. • Uncertified Sick Leave: UN Volunteers receive seven days of uncertified sick leave working days in a calendar year. This amount will be reset at the established interval period.

Inclusivity statement

United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements

Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy

Apply Now