Request for assignment Standard Operating Procedure
Responsible party/person - Regional Portfolio Specialist (RPS), NYO (USA), Country Coordinator (CC)
Relationship building/management with partners.
Information for host entities is available in the ‘Explore’ section of UVP (explore.unv.org), including the conditions of service, entitlements standard operating procedures, and information on the inclusion of people with disabilities. Further guidance on recruitment, onboarding, hosting, and managing volunteers and descriptions of volunteer categories can be found in the host entity tool kit https://toolkit.unv.org/
Record interactions with partners in CRM and create ‘Volunteer Mobilization Opportunities’ for partner interactions possibly leading to the recruitment of UN Volunteers
CC or RPS
Approve host entity account to provide access to all UVP functionality.
Invite a supervisor to join the host entity account.
(Supervisors are not mandatory to create a DoA in UVP)
Create DoA in UVP using existing template DoA (or writing from new by entering all assignment information), add funding information and submit to UNV for review.
For ATLAS based Agencies (i.e. UNDP, UNWOMEN)
Option 1 : performed by UNV on behalf of a Host Entity (HE). HE to provide COA to UNV personnel. UNV personnel enters the COA in UVP. UVP reviews and validates COA based on the project budgets from Atlas Finance and signals when there are errors. Upload of supporting documents (Service Request Form) by UNV personnel is mandatory.
Option 2: performed by Host Entity as a self-service.
HE enters the COA in the system. UVP screens COAs based on project budgets from Atlas Finance and signals when there are errors. Upload of supporting documents is optional. (currently, the upload of supporting documents is optional. This will change to mandatory as per the financial rules and regulations). HE validates by pressing ‘’submit’’.
For non-Atlas agencies including missions, COA is automatically pre-populated.
Option 1 : performed by UNV on behalf of a Host Entity (HE). HE to provide signed Service Request Form to UNV personnel signed by the appropriate approving authority for the agency. UNV personnel enters additional requested data in the pre-defined fields in the UVP. Upload of supporting documents (Service Request Form) by UNV personnel is mandatory.
Option 2 : Performed by Host Entity. Non-Atlas UN Agencies (i.e. UNICEF).
COA is automatically pre-populated. HE enters additional requested information in the predefined fields of the web-based service request form). Upload of supporting document (i.e. signed copy of the service request form) is optional. (currently, the upload of supporting documents is optional. This will change to mandatory as per the financial rules and regulations). HE validates by pressing ‘’submit’’.
UMOJA based UN Entities (i.e. Secretariat, Missions, UNEP)
Option 1 : performed by UNV on behalf of a Host Entity (HE). HE to provide Financial Authorization to UNV Personnel (i.e. UMOJA generated authorization, Memo, other as applicable for a given mission). Upload of supporting documents (Financial Authorization) by UNV personnel is mandatory.
Option 2 : Performed by Host Entity.
Upload of supporting documents are mandatory (i.e. Financial Authorization). HE validates by pressing ‘’submit’’.
Note : For missions, the FA is based on a costing sheet for the entire budgeting period and covers all budgeted UN Volunteers assignments.
Host entities can choose ‘fully funded’ or ‘entity funded’.
If the Host entity chooses ‘fully funded’ they can select between adding the DOA to a specific batch or to the general list of FF DOAs for consideration of donors (see FF process below).
HE hiring manager can mark DoA as fully-funded. COA must be valid at time of entry. If no valid COA is provided by HE, UNV FU or RO COA can be used as a temporary measure and updated before the assignment is filled.
For UNDRR fund confirmation must come from Regional Manager. If a duty station is not available in the dropdown menu in UVP, follow the steps here.
There are more options to edit DOA and move them back to previous states. Mobilization users can now;
- Edit limited DOA fields in status;
- Un-approve a DOA to resubmitted status.
For more information about edit DOA enhancement, please refer to this announcement (UVP features Updates 14 January 2022)
CC or RPS
- Review DoA text in UVP.
- Review if funding confirmation for onsite DOAs is provided by a person with delegated authority.
- Check if fully or entity funded. If HE selected fully funded, review if DOA is suitable and in line with donor priorities and advise HE accordingly.
- Return to HE with feedback in UVP if changes are needed. Enter feedback in the comments box at bottom of DoA before sending or provide feedback outside of UVP if needed.
- Cancel DoA will end the process.
Complete edit DoA task and resubmit to UNV. Repeat steps 6 and 6a until approved.
For more information about edit DOA enhancement, please refer to this announcement (UVP features Updates 14 January 2022-internal circulation)
CC or RPS
If HE has already notified UNV outside of UVP that a specific candidate should be submitted as ‘direct recruitment’, switch to ‘direct recruitment’ in UVP.
(HE is to request direct recruitment outside of UVP in discussion with CC or RPS)
CC or RPS
Approve the DoA and funding information in UVP.
Provide the name and email address of the direct recruitment candidate and confirm ethics declaration and adherence to direct recruitment policy
Review onsite DoA text in UVP.
Return to HE with feedback in UVP if changes are needed. Enter feedback in the comments box at bottom of DoA before sending or provide feedback outside of UVP if needed.
Edit DoA and resubmit to UNV. Repeat steps 8 and 8a until ready for sourcing
Choose which clearances and sourcing channels apply to the onsite DoA
Submit for sourcing if ready. DoA will be open for applications.
Send email to direct recruitment candidate asking them to apply for the DoA.
Post the DoA on the UVP home page for anonymous users and DoA tab for logged-in users.
It is possible to shorten the advertisement date in UVP. The default advertisement duration is 14 days. The following is the process.
- Approve and publish
- Go to “Manage Advertisement” à click on “Stop souring”
Go to “Manage Advertisement” à click on “Restart sourcing” then we can select any date
Email links to the DoA to candidates in the pool who have set up matching alerts.
HE, CC, RPS, PA and OA Recruiter
Use links in UVP to share to social media.
OA (recruitment) UNHCR only
Share link to the advertisement with UNHCR HQ focal point.
Apply for DoA in UVP.
Candidate receives the automatic confirmation from UVP about the application with information in the further recruitment process. Refer to UVP features updated dated 14 January 2022.
If not enough applicants, extend the sourcing period.
The default sourcing period is two weeks. The recruiter can select the new date when extending.
If enough good candidates are received, stop sourcing early.
Fully-Funded Volunteers only