PORTFOLIO ASSOCIATE. Background. Duties and Responsibilities. Location : Bonn, GERMANY Application Deadline : 27-Apr-15 Type of Contract :

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1 PORTFOLIO ASSOCIATE Location : Bonn, GERMANY Application Deadline : 27-Apr-15 Type of Contract : FTA Local Post Level : GS-6 Languages Required : Arabic English Starting Date : 01-Jun-2015 (date when the selected candidate is expected to start) Duration of Initial Contract : One year initially Background The Portfolio Team within the Peace and Development Programming Sections is responsible for the implementation of the UNV programme strategy, including volunteer management, at global, regional and local levels. Under the direct supervision of the Portfolio Manager, the Portfolio Associate contributes to the timely and efficient: i) implementation of volunteer management processes in respect of fielding and administrative management of UN Volunteers, and ii) support of programme management processes. The Associate is responsible for the provision of qualitative and quantitative services in a team setting. Duties and Responsibilities Ensure effective support to implementation of programme Analyze, evaluate and coordinate all queries from UNV Field Units and partners, providing guidance and advice as well as liaising with specific units within UNV HQ for specialized support while ensuring implementation; Prepare financial reports and monthly statistics for monitoring and reporting on volunteer allocated resources; Perform budget revision on volunteer administrated projects as and when required;

2 Generate monthly statistics of all serving UNV volunteers in the Peace and Development portfolio and other relevant data to support the Portfolio Manager in the elaboration of the country profiles; Facilitate exchange of knowledge and experience by actively making use of knowledge management systems; Support development and implementation of communication tools to dissemination UNV activities and projects. Provide support to volunteer administration in the Peace and Development Programming Sections Provide advice to selected candidates on general inquiries related to conditions of service and volunteer management cycle; Provide advice on the interpretation of and application of conditions of service, different volunteer modalities, ATLAS guidelines, policies, regulations and rules and exceptions to the same to both UNV Field Units and UN Volunteers when required; Confirm funding modality and availability of funds for all UNV volunteer assignments, and generate offers for approval of the Portfolio Manager; Finalize recruitment formalities, and provide guidance on operational issues such as offers, vendor set-up at HQ, medical clearances, security and Government clearances, travel arrangements, use of training allowance, health insurance and dependency allowance, etc., ensuring that all recruitment procedures are completed prior to fielding of UN Volunteers; Coordinate with UNV Field Units for smooth handling of cases of medical evacuations and security relocations/evacuations; Perform ATLAS HCM and e-reta roles related to position administration, contract management, payroll validation, earnings and deductions, leave management, terminations, etc.; Draft Terms of Reference (TORs) for review and approval by the Portfolio Manager ensuring that the ToRs are in line with the Volunteerism for Peace and Development dimension of the UNV business model; Generate end of assignment certificates and share with Field Units for distribution to UN volunteers; Ensure and monitor compliance on completion of training for UN Volunteers on Basic and Advanced security in the field, conditions of service, country specific briefing and administrative procedures;

3 Monitor the ATLAS data input by the UNV Field Units via the ATLAS dashboard and coordinate corrections as necessary; provide a monthly record of ATLAS validations for UN Volunteers serving with DPKO. Provide operational and programme management support Determine, within delegated authority, pre-assignment entitlements and process vouchers accordingly; review and take timely corrective actions on incorrect vouchers, including the vouchers with budget check error; Ensure completeness of documentation and processes volunteer benefits payments, such as accommodation supplement, repatriation grant, dependency allowance, etc.; When required, plan logistic requirements for workshops, events and meetings, liaising with the Management Services Division (MSD) or UNDP Country Offices (COs) as applicable for necessary support; Instruct the in-house Administration Section, or the UNDP COs to make arrangements for UNV volunteer travel; Maintain an accurate record of data and files in the UNV Portal and ATLAS HCM including status of posts in designated countries and volunteer records for selected candidates (orange files) in the computerized system ensuring accuracy and backup; In coordination with the Volunteer Recruitment Resources Section, keep abreast of new positions requested from different candidates submissions and follow-up on selection/clearance processes; Provide administrative backstopping to Portfolio Manager on all matters related to field operations. Competencies Functional Competencies: Compensation and Benefits Management Ability to plan, direct, coordinate, and implement compensation and benefits plans for the organization Recruiting

4 Knowledge of recruiting issues, procedures, and principles and the ability to apply them to strategic and/or practical situations Financial Reporting and Analysis Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner Budget Management Ability to support budgetary aspects of work planning processes Quality Assurance Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled Knowledge Management Ability to efficiently handle and share information and knowledge Relationship Management Ability to engage with other parties and forge productive working relationships Operational Efficiency Ability to identify and execute opportunities to improve operational efficiency Core Competencies: Innovation Ability to make new and useful ideas work Leadership Ability to persuade others to follow People Management

5 Ability to improve performance and satisfaction Communication Ability to listen, adapt, persuade and transform Delivery Ability to get things done Required Skills and Experience Education Secondary Education, preferably with specialized certification in human resources management, administration, accounting or finance; University Degree is desirable, but it is not a requirement. Experience 6 years of progressively responsible administrative or programme experience is required at the national or international level. Language Requirements Fluency in English and Arabic. Working knowledge of French is an asset. Other Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages; Experience in handling of web based management systems; UNV is a Non-Smoking environment. Note Applications should be submitted on line and include an up to date UNDP Personal History Form (P11) posted at Please group

6 all your documents into one (1) single PDF document as the system only allows to upload maximum one document; Only short-listed applicants will be contacted; The successful candidate will hold a UNDP letter of appointment; This post is for local recruitment only. All travel, interview and relocation costs, if any, incurred to take up an appointment at the duty station in Bonn are at the expense of the applicant. UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.