Hosting UN Volunteers

Who are host entities of UN Volunteers?

 

Who?: Host entity is an UN organization or entity that requested the service of UN Volunteer.

Functions:

  • The Host entity requests an UN Volunteer assignment by submitting a description of assignment (DOA) and confirming budget allocation based on pro-forma cost to host an UN Volunteer;
  • The Host entity is the main decision maker throughout the recruitment process in close collaboration with UNV Field Unit in Mongolia (from completing a DOA, making vacancy announcement, conducting interview to selection of final candidate) and provides necessary assignment related support including opportunities for training and learning of UN Volunteers and such important basics as the allocation of office space and equipment
  • The Host entity assigns direct supervisor to UN Volunteer during the assignment period, encourages opportunities to promote volunteerism within the Host entity and duty station (e.g. to mark International Volunteer Day) and conducts performance assessment

Writing Description of Assignment (DoA)

 

A Description of Assignment (DOA) in the given template provided by UNV outlines Assignment Title, Type of Assignment, Duration of Assignment, Expected Start Date, Duty Station, Brief Project Description, Host Agency, Organizational Context, Description of Tasks, Results/Expected Outputs, Qualifications and Requirements, and Conditions of Service. 

A DOA should be written by the Host entity (an UN organization or entity that requested the service of UN Volunteer) together with UNV Field Unit in the given template, which shall essentially include indicators of volunteerism, capacity development and knowledge sharing. A completed DOA needs to be signed by UNDP Resident Representative together with host entity and approved by UNV HQ. A DOA is used for the vacancy announcement, becomes the part of UN Volunteer Contract document and establishes a basis for volunteer performance assessment.

Dos & Don’ts of DOA - DOA must:

-

Be as specific as possible;

-

Not be identical to existing staff functions;

-

Not include fiduciary or procurement responsibilities;

-

Contain a unique “volunteerism for peace and development” component not found in UN staff job descriptions and include a difference (at least 25% or more of the assignment) between the UN Volunteer assignment and existing staff functions to clearly differentiate the volunteer nature of the assignment;

-

If mainstreaming volunteerism for peace and development into the DOA is not possible, the host entity must provide for the UN Volunteer to dedicate at least 10% of the time covered by the DOA to promoting volunteerism for peace and development either in another internal Section/Unit or outside the host entity.

Cost Planning and Designation of Chart of Account (COA)

By the time of requesting to host an UN Volunteer, the Host entity provides the UNV Field Unit with the confirmation of budget allocation following the pro-format cost and designated chart of account (COA).  

Fully-funded UN Volunteers: For a small percentage of the volunteer assignments, which UNV facilitates, the costs are borne by donor partners. The donor governments who provide full funding for a number of their citizens to serve as international UN Volunteers and occasionally for a number of national UN Volunteers to serve in the field.

Updated pro-forma-costs to host international and national UN Volunteers respectively can be obtained from UNV Field Unit upon request. 

Recruitment Procedure

 

Recruitment Principle: UNV applies the standard UN principles of competitiveness and transparency and of giving equal opportunities to women and minorities.

Recruitment Process:

No.

Steps

Activities

Hostentity

UNV & UNDP

1

DOA of UN Volunteer Assignment:

Write DOA in the given template, which shall be completed by the Host entity and the UNV Field Unit (FU) together, and signed by the Host entity and UNDP RR.

Yes

Yes

Submission by UNV FU of the signed DOA to UNV HQ for approval

NIL

Yes

Approval of DOA by UNV HQ

NIL

Yes

2

Vacancy Announcement:

International UN Volunteer

UNV HQ searches candidates in best match with the qualifications and requirements written in DOA through using UNV Database/Roster System and also making special vacancy announcement when required;
UNV HQ sends the long-listing of candidates to Host entity and UNV FU

Yes

Yes

National UN Volunteer

Vacancy announcement made by UNV FU locally (e.g. UN websites, newspapers etc.) and compilation of applications by UNV FU

Yes

Yes

4

Interview and Selection:

Short-listing of candidates by Host entity and UNV FU for interview

Yes

Yes

Organization of interview with panelists including Host entity (for technical interview) and UNV FU (for motivational interview):

-

Minimum number of selected candidates for interview should be two.

-

Minimum number of interview panelists should be two.

-

Interview questions determined by the interview panelists following the UNV Interview Guideline on questions within the framework of motivation and commitment, technical and functional, volunteering soft skills (e.g. individual and interpersonal competencies etc.) and general information (e.g. Confirmation of availability, travel date, duty station, special issues etc.).

-

Interview methodology should be determined either face-to-face, over the phone or skype etc.

Yes

Yes

Completion of UNV Interview Reports in the given format per interviewed candidates by indicating the final selection of candidate for the given assignment, which shall be forward by UNV FU to UNV HQ for approval of proceeding with recruitment process.   

Yes

Yes

5

Funding Confirmation and COA:

Official request to recruit national UN Volunteer and confirmation of funding with the designated chart of account (COA) should be provided by Host entity to UNV FU (Note: A written agreement and/or MOU between the Host entity and UNV FU could be made about provision by the Host entity of any exceeding residential security budget for international UN Volunteer assignment beyond USD 6,000 covered by UNV, which should be included in the COA.)

Yes

NIL

6

Contract Administration:

Submission by UNV FU to UNV HQ of the “Recruitment Checklist” with the consolidated documents obtained by selected final candidate as well as Host entity (including UNV Interview Reports; Funding Confirmation with COA provided by Host entity; DOA; CV; Copies of academic certificates; Copies of professional certificates of qualifications; Health certificate and effective date of medical clearance and written certification of blood type; Designation of Beneficiary Form; Copies of selected candidate’s Marriage Certificate and Dependant's Birth Certificate when applicable etc.)

NIL

Yes

Upon validation of the “Recruitment Checklist” and attached documents, issuance of Authorization of Recruitment sent by UNV HQ to UNV FU to proceed with next step of recruitment process.  

NIL

Yes

Completion of appointment process and official offer to the selected final candidate and confirmation on Entry of Service date and the UN Volunteer Contract administration managed by UNV FU (documents required for the Contract administration include DOA, Conditions of Service, Letter of Commitment, UN Pledge of Commitment, UNV Code of Conduct amongst others)

Yes

Yes

Duration of Recruitment Process: It takes about average 3 months from the moment of vacancy announcement until actual start of assignment/reporting to duty station, which can vary dependent upon the following factors: 

- Duration of vacancy announcement period and finding qualified candidates;How fast Host entity conducts interview;

- Clearance of documents (including reference check, medical clearance, copies of academic and professional qualifications, other documentations required and final selected candidate’s availability);

- How fast host government issues visa;

- Availability of the final selected candidate on how soon to start assignment.

UN Volunteer Reporting and Performance Management

(a) UN Volunteer assignment monitoring meetings/visits

UNV Field Unit organizes regular meetings with UN Volunteer and supervisor of the Host entity in order to identify and solve any issues of concern to either to UN Volunteer or the Host entity.

UNV Field Unit participates regularly in the UN country planning and programming meetings or other applicable monitoring and reporting processes to assist in assessing UN Volunteer’s contribution to capacity development and higher-level outcomes.

(b) Reporting by UN Volunteer to UNV and Host entity

UNV Periodic Progress Report / UN Voluntary Reporting System (VRS) Online: VRS reporting is mandatory for all UN Volunteers and all reports are completed online using the website of the UNV Volunteer Reporting System (VRS) at http://vrs.unv.org/vrs/. VRS reporting schedule is in the below dependent on the duration of UNV Volunteer assignment:

Duration of Assignment

VRS Report

Initial Report

Interim Report

End of Assignment / Final Report

Less than 6 months

N/A

N/A

2 months before & after
end of assignment

6 – 18 months

During 2nd month of
assignment

N/A

2 months before & after
end of assignment

More than 18 months

During 2nd month of
assignment

During the 12th,
24th etc. month

2 months before & after
end of assignment

Regular Reporting to UNV: UN Volunteer reports regularly to UNV on the implementation of assignment and various aspects of volunteerism in connection with the assignment. The specific requirements on the substance of the reporting, the mode of reporting and the required frequency will be indicated by UNV Field Unit to UN Volunteer at the beginning of the assignment.

Regular Reporting to Host entity: UN Volunteer shall comply with any reporting requirements set by the Host entity.

(c) Performance Assessment and Assignment Review

UNV Volunteer Performance Assessment (VPA) Report should be produced towards the end of first year assignment for the case of extension of assignment and the end of contract date. The VPA process involves UN Volunteer, Supervisor of the Host entity, UNV Field Unit and UNDP County Office. Performance assessment feedback is crucial to the recommendation for re-rostering if UN Volunteer wishes to continue his/her service in the future. A hard copy of VPA must be retained in the personnel file at the UNV FU and a copy should be shared with the HR Section of the Host entity. The date of the assessment is usually two to three months prior to the end-of-contract date and should be agreed between the UN Volunteer, the direct supervisor of the Host entity and the UNV FU. Refer to the Guideline on VPA Report and VPA template which can be obtained by UNV FU.

Performance assessment by Host entity is encouraged in addition to VPA

(d) Certificate of Service

UNV HQ issues the Certificate of Service upon the successful completion of UN Volunteer assignment.

 

Division of Labour between Host Entity, UNV and UNDP

(a) Administration by UNDP Country Office and UNV Field Unit

Who?: Be either UNDP Country Office (CO) or the UNV Field Unit (FU).

Functions: Administers and manages the entitlements, the general terms of UN Volunteer assignment, monitors the assignment and is a focal point for UN Volunteers for issues to be taken up with UNV HQ.

(b) Major Role of UNV Field Unit

Who?: UNV Field Unit is usually led by a UNV Programme Officer (UNV PO) and supported by UNV Programme Associate (UNV PA), operating from the UNDP CO.

Functions:

-

Programmatic, operations and knowledge management support for UN Volunteer assignment by helping UN Agencies and other organizations as potential Host entities to identify programmatic opportunities for UN Volunteer assignments and facilitate opportunities to increase visibility of the contribution of volunteerism for development, including developing innovative programmes, projects and initiatives;

-

Completing the Description of Assignment (DOA) together with the Host entity;

-

Managing the recruitment process and contract administration of UN Volunteer assignments;

-

Organizing induction briefings and other information workshops/sessions for UN Volunteers;

-

Monitoring UN Volunteer assignments and adjusting expectations on all sides are realistic, to ensure that any obstacles to the successful assignment are noticed at an early stage and resolved in a timely manner, and to facilitate UN Volunteer’s reporting and performance assessment

(c) Major Role of Host entity

Who?: Host entity is an UN organization or entity that requested the service of UN Volunteer.

Functions:

-

The Host entity requests an UN Volunteer assignment by submitting a DOA and confirming budget allocation based on pro-forma costs;

-

The Host entity is the main decision maker throughout the recruitment process in close collaboration with UNV FU (from completing a DOA, making vacancy announcement, conducting interview to selection of final candidate) and provides necessary assignment related support including opportunities for training and learning of UN Volunteers and such important basics as the allocation of office space and equipment;

-

The Host entity assigns direct supervisor to UN Volunteer during the assignment period, encourages opportunities to promote volunteerism within the Host entity and duty station (e.g. to mark International Volunteer Day) and conducts performance assessment

 

All other information about hosting UN Volunteers can be found in our orientation guide.

The purpose of this orientation guide is to both inform and inspire partner organizations who wish to harness the power of volunteerism to achieve their peace and development objectives by hosting UN Volunteers within the context of their programmes, projects and field operations. Read more

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