Field Coordination Officer

Overview

The UNV Field Coordination Officer will support the effective and efficient administration of the office of the CORM, coordinating mission support activities across field offices, facilitating information sharing and communication, and supporting reporting and monitoring requirements.

Key Responsibilities

• Contribute to operational planning, information management, reporting, and coordination of administrative and operational activities.
• Assist in the development of administrative/coordination systems and procedures.
• Ensure smooth communication between field offices and HQ sections.
• Perform the full range of office management and administrative support functions.
• Provide overall management and operational support; ensure smooth and efficient information flow within the O/CORM; prepare and process confidential information.
• Support with the preparation of visit schedules, itineraries, documentation and other logistical arrangements.
• Perform a variety of administrative duties (e.g. annual leave planning, travel arrangements, maintenance of basic office supplies requirements).
• Monitor the expiry dates of SOPs for relevant ORM sections and ensure that the relevant SOPs promptly revised and updated.
• Demonstrate a comprehensive understanding of relevant Movement Operations SOPs.
• Maintain the O/CORM and CORM calendar/schedules and monitor/review/take follow up actions as appropriate.
• Draft O/CORM correspondence including administrative circulars/bulletins, reports and documents.
• Provide support to the O/CORM in arranging/attending meetings; preparing materials/ agendas, minutes, monitoring and follow up activities.
• Support the O/CORM with special projects, including rectification of gender imbalance, female staff remote work resources (e.g. IT, solar) requirements, capacity building of national staff, etc.
• Support with any administrated related tasks as may be assigned.
• Collect, verify and analyze information reported from a variety of sources including field office monthly reports and identify emerging issues and trends.
• Assist in the preparation of presentation materials using appropriate technology/software.
• Generate a variety of standard and non-standard statistical and other reports from various databases.
• Draft period reports, field offices reports, meeting minutes, etc and ensure timely submission of reports.
• Support with implementation of special analytical and statistical projects, e.g. ORM dashboard.
• Support coordination between the field offices and HQ sections and actively engage with the mission support teams.
• Participate in coordination meetings and follow up on agreed actions.
• Assist in planning and coordinating field visits and participate in periodic field visits to ensure alignment and coordination of field administrative activities.
• Track and follow up on action items following field visits by the HQ sections to ensure completion.
• Maintain relevant records and tracking system related to field offices mission support activities.
• Maintain the field offices issues register, liaise with HQ sections on pending issues to ensure issues are resolved promptly.
• Facilitate communication and information exchange among field offices and relevant HQ sections.
• Coordinate the timely submission of field offices monthly reports and retrieve utilities and other statistical data for tracking consumption patterns and performance.
• Prepare statistics and report regularly on relevant field offices activities, issues and solutions to improve and services.
• Assist with coordination of field offices welfare related issues and work closely with HQ welfare team.
• Perform other cross-cutting responsibilities as assigned by supervisor.
• Strengthen knowledge and understanding of volunteerism.
• Be acquainted with and build on traditional and/or local forms of volunteerism.
• Reflect on the type and quality of voluntary action.
• Contribute articles/write-ups on field experiences.
• Assist with the UNV Buddy Programme.
• Promote or advise local groups in the use of online volunteering.
• Provide annual and end of assignment reports on UN Volunteer actions, results and opportunities.

Required Experience

• At least 4 years of progressive working experience within the United Nations system or the private sector in the field of Law, Administration, Finance, Project Management, Human Resources or other related fields.
• Experience in office administration, operational coordination and/or field office support is desirable.
• Experience in preparing reports, analyzing and consolidating information from multiple sources, and maintaining tracking or monitoring tools is desirable.
• Experience coordinating and communicating with multiple offices, teams or stakeholders and following up on agreed actions is desirable.
• Experience with information management, data analysis and/or preparation of statistical reports or dashboards is an asset.
• Previous experience in a United Nations field mission, international organization or other complex operational environment is an asset.

Qualifications

Bachelor's degree in the area of Law, Administration, Finance, Project Management and Human Resources.

Other Details