UNV Advocacy Officer

Details

Mission and objectives

The United Nations Volunteers (UNV) programme contributes to peace and development through volunteerism worldwide. We work with partners to integrate qualified, highly motivated and well supported UN Volunteers into development programming and promote the value and global recognition of volunteerism.

Context

The External Relations and Communications Section (ERCS) builds and nurtures corporate donor relations, leads strategically donor resource mobilization, and carries out communications and to highlight the value of volunteerism for peace and development as well as the contributions of UNV and UN Volunteers. The UNV Tokyo Liaison Office (hereafter UNV TLO), which represents UNV in Japan, is part of ERCS and is responsible for all matters related to Japan–UNV collaboration, including resource mobilization, mobilization of Japanese UN Volunteers, communications, advocacy and outreach to enhance visibility in Japan, and recognition of UNV and Japan-UNV partnership in Japan. Reporting to the Tokyo-based Partnerships Development Specialist , the UNV Advocacy Officer supports coordination with Japanese stakeholders and implementation of projects in line with UNV Strategic Framework. He/she provides support to build and maintain relationships with main partners, monitor the implementation of the flagship projects, as well as provide support to managing administrative tasks at UNV TLO to ensure smooth operation of the office and the projects.

Task description

Within the delegated authority and under the supervision of Partnerships Development Specialist or his/her designated mandated representative(s), the UNV Advocacy Officer will: Support financial and operational management as well as logistical arrangements • Assist in the implementation and streamlining of office and project operations, including budget revision, financial reporting, donor reporting and management of the volunteer deployment cycles; • Assist in the preparation of the annual budget for Japanese Fully Funded UN Volunteers and the office budget and annual workplan, and monitor the implementation of the budget; • Support monitoring UNV TLO’s budget use and financial records by keeping track on UNV’s corporate software for financial and operational management; • Manage procurement, administration and travel duties for the team, including office space management and filing systems; • Prepare requisitions, vouchers and supporting documents to facilitate the timely disbursement of expenditures accrued in close collaboration with UNDP Tokyo and UNV HQ; • Provide inputs to briefing notes as required; • Support UNV TLO in negotiating contracts with Japan-based UNV service providers and vendors in accordance with established UNDP policies and procedures. Support the coordination of the process of assignment, identification and matching for candidates for UN Volunteers and support Japanese fully funded UN Volunteers deployment • Assist in liaising with key partners, such as Kwansei Gakuin University (KGU), Japan International Cooperation Agency (JICA), Ministry of Foreign Affairs (MOFA) Japan, UNDP Tokyo, and other partners to ensure an understanding of UNV’s mandate and the nature of UN Volunteer assignments; • Liaison with the Volunteer Service Centre (VSC) on volunteer management, Volunteer Solutions Section (VSS) on recruitment and talent acquisition, Regional Offices (RO), Field Units (FU), and UNV focal points in UNDP to support timely preparation and submission of Descriptions of Assignments (DoAs), volunteer profiles, selection outcomes and other documents, assisting volunteer deployment, and other documents; • Support as required UN Volunteer candidates in the recruitment and deployment processes and if necessary coordinate with relevant colleagues to find solutions to challenges that may rise during the assignment; • Keep all funding partners regularly informed about the status of the projects. Support UNV’s advocacy activities in improving the visibility of the projects, and promoting volunteerism through communication materials and platforms • Support creating communication materials such as social media cards, flyers, and articles to raise the visibility of UNV and the projects run by UNV TLO. • Provide inputs and updates to outreach and publicity material directed towards partners and donors in Japan; • Coordinate with online volunteers to create communication materials and concretize innovative ideas to promote UNV/volunteerism; • Update UNV TLO’s website, draft and publish volunteer stories by coordinating with UNV HQ’s communications team; • Support UNV TLO in forming and carrying out campaigns and advocacy events by creating and disseminating promotional messages and materials on UNV and volunteerism. Furthermore, UN Volunteers are encouraged to integrate UNV mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities: • 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 and end of assignment self-reports on UN Volunteer actions, results and opportunities. • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc; • Assist with the UNV Buddy Initiative 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: • As an active UNV team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNV and its beneficiaries in the accomplishment of her/his functions, including: o Key partnerships and relationships with funding partners, media and other partners are established and maintained; o UNV TLO’s capacity is enhanced in programming, implementation, finance, and administration of flagships partnership projects; o UNV’s visibility is strengthened through day-to-day communication and networking activities. • 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