ࡱ> %` _bjbjٕ @S!BBBRbbbv"""8##4vSh$$$$$R%R%R%nSpSpSpSpSpSpS$WUhWvSb+N%N%++Sbb$$4S...+b$b$nS.+nS..Nbb R$$ p",O"JS$S0SO5X-5XD R5Xb R@R%(z'.)<@*R%R%R%SSk.jR%R%R%S++++vvv: vvv:vvvbbbbbb  UNAIDS Special Youth Programme Guidance Note INTRODUCTION This note seeks to inform UNAIDS Secretariat staff about the details of the Special Youth Programme and provide guidance in implementation. The note begins by laying out a brief background on the Special Youth Programme and its objectives. It then presents the various components of the programme and outlines the anticipated involvement and expectations of respective Divisions and Teams at both Geneva and country levels. BACKGROUND The UNAIDS Special Youth Programme (SYP) is modelled on the programme managed by UNFPA. It seeks to recruit young people aged 20-24 from developing countries with some programme experience in HIV related issues to join UNAIDS for a 9-month remunerated fellowship. The fellowship is divided into two sections: an initial 6-month fellowship in UNAIDS Geneva, followed upon satisfactory performance - by a continued fellowship of 3 months in the UNAIDS country office (UCO) in the fellows country of origin. Objectives The SYP is being created to achieve the following objectives: To create opportunities at appropriate levels of the organization to engage youth in policy development and programming; To help build the capacity of young people and strengthen their leadership skills to contribute to the AIDS response, especially at the country level; To sensitize both the young people and UNAIDS staff on various modalities of working together to address issues related to HIV, particularly youth concerns, gender, GIPA and human rights. The intended results of the programme are largely geared towards capacity building of both the fellows and UNAIDS. The fellows should be able to acquire knowledge and skills from their participation in UNAIDS work, and this in turn contributes to UNAIDS commitment to work with young people and develop effective programmes for them. COORDINATION AND MANAGEMENT OF THE SYP The overall coordination and management of the SYP lies in UNAIDS Secretariat, Geneva within the Office of the Director (OOD) of the Evidence Monitoring and Policy Department (EMP) with technical support provided by the Prevention, Care and Support unit and administrative support from the Human Resources Management Division (HRM). One staff member from each of these three divisions/units will be responsible for contributing to the management of the special youth programme. In addition the programme has various linkages with other parts of the UNAIDS Secretariat, Geneva depending on which Divisions takes the responsibility to help mentor and guide the fellows during each year. APPLICATION AND RECRUITMENT Requirements of the fellows SYP recruits young people from (and residing in) developing countries who are interested in working on issues related to HIV and development and who have some experience in the area of HIV, greater involvement of people living with HIV, sexual and reproductive health, human rights, gender equality, and/or other related issues. Candidates must be aged between 20-24 and young people living with HIV are particularly encouraged to apply; this enables UNAIDS to attract young people who have already gained some programme experience and puts them in a better position to provide relevant contributions to UNAIDS work and policies. In addition, the applicants commitment to return to their home country to undertake follow-up work with young people, initially through the 3-months fellowship with the UNAIDS country offices, is considered particularly important. The standard requirement of a masters degree has been waived for the SYP fellows. The fact that this programme actively seeks out youth candidates from developing countries differentiates it from other types of unpaid internships available at UNAIDS. Application Process For 2008, UNAIDS has selected two candidates out of the pool that applied for the UNFPA Special Youth Programme. These applicants were required to send, in email attachments, their CV, personal history form, and cover letter for consideration and were required to answer the following pre-screening questions in their email: Date of Birth (only applicants aged 20-24 during the fellowship are considered) Nationality (only applicants from developing nations are considered) Current Residential Address (applicants who already reside in developed countries are not considered) A brief description of your experience working in development programmes or projects (100 words or less) (only applicants with established interest and dedication to development issues through previous experiences or affiliation with a youth network or NGO working on development issues are considered) A brief description of your expectation for this fellowship and how will it further your work (100 words or less) (only applicants with a commitment to follow up work on youth related issues are considered) All the candidates who were shortlisted by UNAIDS also had some experience working on HIV related issues. For the selection process in coming years, it is envisioned that UNAIDS will issue a call for applicants on its website or else via UNFPA. Selection process of the fellows involvement of UNAIDS country offices Regarding the selection process, the OOD of EMP liaises with the RSTs and relevant UNAIDS country offices to set up teleconference interviews. This is to provide an opportunity for the UCC and the relevant country staff to meet/discuss with the candidate and contribute to the selection especially since s/he - if selected - will undertake a 3 month fellowship in their office later in the following year. Recruitment of Selected Candidates Selected candidates will be notified by OOD via e-mail, keeping the management team of SYP, other relevant HQ Divisions, RST and relevant UNAIDS country offices in copy of the correspondence. UNAIDS is currently negotiating an MoU with UNDP to provide assistance for the administration of the programme including with recruitment. Confirmation is expected shortly in which case UNDP will be notified of the selection of fellows and provide assistance in processing the candidates recruitment and travel. Furthermore, it is expected that UNDP will instruct and assist selected candidates on filling out the necessary paperwork and will liaise with the local UNDP office on their travel and visa. In addition, UNDP will ensure that fellows are enrolled in an appropriate health insurance plan for the full duration of the fellowship and will be processing the monthly (advance) stipend payments for each fellow, both while in HQ as well as in the field. Prior to departure to Geneva brief by UNAIDS country office Once the fellows have been selected it will be very helpful if the relevant country office can spend some time to brief the fellow before departure to HQ on UNAIDS issues and work environment. Such a meeting could also be used to identify activities, projects, and programmes (also with civil society partners) that the fellow could be involved in once he s/he returns to the country office. For the latter it would also be an opportunity to provide any necessary materials/information to be taken to HQ so the fellow can use the HQ time to optimally prepare for his/her return and country office fellowship. FIRST PHASE OF THE FELLOWSHIP AT UNAIDS, GENEVA Programme design During the fellowship in Geneva, the fellows work will be divided into two parts: 50% activities related to youth and HIV which will be guided and supported by OOD and PPD and 50% more specific activities related to the respective Divisions with which they will be working which will most likely vary each year. For example, in 2008, one fellow will spend 50% of his/her time working closely with the Civil Society Partnerships team (CSP) and the other fellow will spend 50% of his/her time working with the Global Coalition on Women and AIDS (GCWA) (tbc). The Terms of Reference and key assignments for this part of the fellowship are to be drafted and mutually agreed upon by relevant Division, OOD and PPR, and the fellow. They may be further specified once the fellow has joined HQ. A significant part of the fellows assignment in UNAIDS Geneva concerns getting involved in existing activities, projects or programmes. In addition the fellow will begin developing a work plan or project proposal relevant to her/his own country to be considered for further follow up and potential implementation during the 3-month country office fellowship see Programme Design section under the Country Office fellowship for more details. Arrival and induction in Geneva Upon their arrival in Geneva Headquarters, the fellows will be introduced to all staff and will have an opportunity to meet the UNAIDS EXD and DXDs soon thereafter. They will have an introductory briefings to UNAIDS by HRM and the OOD of EMP and will also participate in the next one week session of the New Staff Orientation session in order to learn in more detail about UNAIDS work in both headquarters and the field. In addition, special briefings and interactive sessions will be organized with selected staff members in Evidence Monitoring and Policy, Technical and Operational Support, and Partnerships and External Relations departments. Training Every effort will be made to provide the fellows with some advocacy training in order to build their skills in dealing with the media and policy makers. Furthermore, the fellows will be encouraged to engage in any other learning and training opportunities that can be facilitated through the People Development team in HRM. Events and presentations Fellows will be encouraged to attend and participate in relevant UNAIDS, UN and other events and meetings as appropriate. They will also be encouraged to participate in at least one UNAIDS presentation to students that are managed by the Office of the Director of Partnerships and External Relations (PER) in order to raise awareness on the HIV related issues young people face in developing countries and highlight UNAIDS work in this area. Additionally, fellows will be required to organize a final presentation to UNAIDS Geneva staff on the first 6 months of their fellowship and the projects they have been engaged in. Link between Geneva and Country office fellowships In order to ensure that the two parts of the fellowship relate to and build on each other, the fellow will be required to provide regular updates to the relevant UNAIDS country office on their activities and progress during the HQ fellowship, and vice versa they should report to HQ during their fellowship in the UCO. Geneva Logistics In preparation for the fellows arrival to Geneva, HRM will arrange for accommodation for each of them and provide assistance in filling out the required registration forms. OOD will cover the charges for their application fee, security deposit, and room fees for the duration of their stay. Fellows will be responsible for any other fees they may incur for their accommodation. Prior to their departure for Geneva, HRM will provides the fellows with a welcome pack that provides detailed information on living in Geneva including a map of the city, information on transportation, budgeting, UNAIDS overview information, UNAIDS holidays, a list of frequently used UNAIDS acronyms, information on how to access UNAIDS documents through the internet and intranet, relevant UNAIDS publications, and so on. HRM in collaboration with the OOD, will secure workstations through IMT for all fellows, ideally located within EMP. Furthermore, HRM will request IMT to set up phone-lines and e-mail addresses for the fellows. HRM will provide assistance and support on administrative issues as needed. While in HQ the fellows will be paid a monthly advance stipend of CHF 1200 (tbd), the first of which they receive before departure to Geneva so that they may have some money with them upon arrival. The monthly advance stipend is to cover meals, transportation, and other basic living costs. SECOND PHASE OF THE FELLOWSHIP AT UNAIDS COUNTRY OFFICE Upon each fellows proven satisfactory performance in UNAIDS Geneva, it will be formally requested that the fellows fellowship be extended in the relevant UNAIDS country office. If the country office consents, OOD will provide a letter of agreement for the fellows continued SYP fellowship to be signed by the UCC, OOD and the fellow him/herself. Programme design Already during the fellowship in the Geneva office, the youth fellow will focus on developing a concrete work plan or project proposal relevant to her/his own context and country to be considered for further follow up and potential implementation during the 3-month country office fellowship. In this regard OOD EMP will contact the relevant UCCs to receive their input on which projects, programmes or initiatives the fellows could possibly work on during their time with the country office. The specific terms of reference for this second part of the fellowship are to be mutually agreed by the fellow and UNAIDS country office and should be in line with the overall objectives of the Special Youth Programme. Ideally these TOR should be drafted at least a few weeks prior to the fellows arrival in country, and should specify concrete activities, projects and programmes that the fellow will be involved in, however they can be further specified once the fellow joins the UNAIDS country office. In addition, the UNAIDS Country office will be required to assign supervision for the fellow. UNAIDS country office logistics The UNAIDS country office will be asked to provide a workstation and access to a computer for the fellow for the 3-month duration of the fellowship. Furthermore, the country office will be requested to provide administrative assistance if required. The monthly country office fellowship allowance for the fellow will be determined on a duty-station based calculation using ICSC data and may be consulted with the country office. This stipend will take into account whether or not housing accommodation needs to be included for the fellow. The stipends, as well as health insurance, will be charged to the SYP budget in Geneva and will continue to be processed by UNDP. MENTORING AND SUPERVISION GENEVA AND COUNTRY LEVEL Supervision During the SYP fellowship, every fellow will be supervised in his/her daily tasks in each of the units the fellow is assigned to by an appointed supervisor. At Geneva level, in the Office of the Director, EMP, the fellow will be supervised by the Programme Management Adviser in coordination with the Youth and Vulnerability Adviser of PPD. In the other technical divisions or teams, the Division Chief or Team Leader will appoint the supervisor. In the country office the supervisor could be the UCC, the Social mobilization Officer/Partnerships Adviser, or a National Programme Officer, depending on the size of the office. Terms of reference and workplans At the onset of the fellowship, congruent with the broader and flexible TOR for the fellowship, fellows will be tasked to develop an individual workplan in close consultation with the OOD, PPD and the other relevant Divisions/teams. The fellows will be encouraged to identify a select number of concrete key assignments and outputs they will be working towards with each of the divisions/teams and maintain sufficient room in their plans for emerging activities. In addition to the identified key assignments/outputs, the workplans will also include the activities that need to be implemented in order to achieve the outputs, as well as a timeline. The workplans will be further developed taking into account the potential activities the fellows will be involved in during the UNAIDS country office fellowship and generally contain one or more specific outputs that should directly contribute towards their preparation for their return back home. While in Geneva, the fellow will usually meet at least once a week with each of his/her supervisors to discuss progress towards the key assignments identified in his/her work-plan. Additionally, all fellows are will meet with the Programme Management Advisor and Prevention and Vulnerability Advisor on a bi-weekly basis to discuss overall group assignments and to monitor the fellows experiences with the programme. Such group meetings are perceived to be beneficial for the fellows, in terms of providing opportunities to learn from each others experiences, regions, cultures etc. and sharing responsibility and working together towards specific common goals, be it a group presentation, a report or an advocacy event. Furthermore these group meetings will facilitate the general oversight and overall monitoring of the programme. Mentoring and guidance It will be important for supervisors to encourage and provide sufficient and continuous opportunities for the fellow to contribute inputs to UNAIDS activities from the fellows (youth) perspective, as well as to guide the fellow in his/her short and longer term development. Fellows will need to be given assignments that challenge them intellectually and professionally, that encourage them to identify their personal strengths and weaknesses and that contribute to building their leadership and substantive skills in HIV related work. By ensuring regular meetings with the fellows, supervisors will have an opportunity to closely monitor the fellows professional development and provide constructive guidance and effective feedback on the fellows performance. Regular meetings also help towards building a conducive environment in which the fellow feels confident to share his/her views, issues and/or concerns. Although every supervisor has his/her own style of mentoring and overseeing the work of the fellow, the programme recommends supervisors to keep an open door policy by which the fellow has easy access to ask for quick feedback or guidance, when needed. Also in case the assigned supervisor is temporarily unavailable for whatever reason (mission or other), fellows should be informed as to who they can consult on their specific key assignments in the interim. MONITORING AND EVALUATION The Special Youth Programme monitoring and evaluation activities will seek to assess the value of the fellowship from the perspective of both the fellow and UNAIDS staff. Evaluation of the fellows experience will be undertaken at the completion of the HQ fellowship as well as at the completion of their UCO fellowship. At these times the fellows will be requested to fill out an evaluation form that assesses a) their experience in terms of the development of their technical, programmatic and advocacy skills, b) their experience in terms of having been able to contribute to UNAIDS activities and policies from a youth perspective, and c) their experience in working in youth-adult partnerships during the programme. Additionally they will be asked about their experiences with the logistics of the programme. With every group the results of the evaluations will be compiled by the Office of the Director EMP and a consolidated report will be produced that focuses on lessons learned and enables the organisation to improve the programme on an ongoing basis. Furthermore the OOD will conduct a follow up evaluation with each fellow a year after they have completed their SYP fellowship, to learn whether they are still involved in this line of work/activity and see if and how the programme has advanced their professional development and what their contributions to the AIDS response have been beyond the programme. The programme will also be evaluated from the perspective of the supervisors of the fellows, focusing on a) the development of skills and knowledge of the fellows, b) issues of youth-participation and youth-adult partnership, c) the operational aspects of the programme. Supervisors both in Headquarters and in the UNAIDS country offices will be requested to fill out evaluation forms at the end of each fellowship. Also here lessons learned from these evaluations will contribute to the continuous advancement of the programme. Furthermore, if possible and after the first year of the programme, it will be considered how best to put a mechanism in place to also allow for the monitoring and evaluation of the programme from the perspective of UNAIDS staff in general. The aim would be to measure the impact of the programme in terms of improving the youth-friendliness of UNAIDS policies, activities and processes. ONLINE FORUM Finally, during the course of the first year, it will be decided whether an online forum can be set up, similar to the one that was established at UNFPA. It would serve as a virtual meeting area for current and former fellows and promote a long-term connection to the SYP and UNAIDS. This forum would strengthen knowledge-sharing and cross-fertilisation activities among SYP fellows and alumni. The underlying idea is that an online forum reinforces the learning aspects of the SYP and optimises the use of existing resources in the form of linking current and former generations of fellows. Whereas this element of the programme will provide new fellows with an opportunity to draw on the experience and know-how of SYP alumni, it will provide the alumni with an interesting and enriching opportunity to share knowledge and touch base with those who were involved in the programme.  The programme, which is being established at the request of the Executive Director, is based on UNFPAs Special Youth Programme which was developed to respond to one of the key recommendations that came out of a consultative Youth Advisory Panel meeting convened by UNFPA in April 2004. The meeting brought together representatives from youth networks from around the world and the participants suggested that the agency work to involve young people at various levels of the organization eg. as advisers, fellows, apprentices, consultants or staff members. The programme was piloted in fall 2004 and has been running in full force since early 2005. The programme has been largely successful and UNFPA has been providing guidance to UNAIDS on both the programme design and administrative arrangements.  Should the fellow not live in or near the capital city where the UNAIDS country office is located, SYP will cover reasonable housing costs.     FINAL - 1 May 2008 .0<=^jp5 = f j r v иygUy@y@y@yygy(hahhCJOJQJ^JaJmH sH "h dCJOJQJ^JaJmH sH "hUCJOJQJ^JaJmH sH (hahYCJOJQJ^JaJmH sH (hah]CJOJQJ^JaJmH sH (hahHgCJOJQJ^JaJmH sH .hahHg5CJOJQJ\^JaJmH sH .hahY5CJOJQJ\^JaJmH sH .hahHg5CJOJQJ\^JaJmH sH  ./0= : J WXY012$a$gdC$a$gdn$ & Fa$$a$$a$$a$[__  7 ? 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