Operations Associate

Job Description

Background

UNDP works in about 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results. UNDP is working to strengthen new frameworks for development, disaster risk reduction and climate change. We support countries' efforts to achieve the new Sustainable Development Goals, which will guide global development priorities through 2030. The key 2030 Agenda principle of leaving no one behind and stamping out inequality is at the core of everything we do. UNDP focuses on helping countries build and share solutions in three main areas:

• Sustainable development
• Democratic governance and peacebuilding
• Climate and disaster resilience

In all our activities, we encourage the protection of human rights and the empowerment of women, minorities and the poorest and most vulnerable.

Duties and Responsibilities

The Operations Associate provides operational support services across finance, administration and travel, ensuring high-quality, accurate and consistent delivery of operational processes and services. The Operations Associate promotes a client-oriented approach consistent with UNDP rules and regulations.

The Operations Associate works in close collaboration with the operations, programme and projects’ staff in the Country Office (CO) as well as with UN Agencies and with UNDP HQs staff to exchange information and ensure consistent service delivery.

Description of Tasks and Responsibilities

Ensures implementation of operational strategies focusing on achievement of the following results:

• Full compliance of operations activities with UN/UNDP rules, regulations, policies and strategies, with an emphasis on finance;
• Provision of inputs to preparation of operations team results-oriented workplans
• Ensures functioning of the optimal cost-recovery system focusing on cost-recovery for the services provided by UNDP.

Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results:

• Proper control of the supporting documents for payments and payment execution for CO, UNDP Development projects and UN Agencies DIM including clearances of NEX Advances
• Initiate payment in Internet Banking
• Maintenance of the internal expenditures control system which ensures that invoices processed are matched and completed, transactions are correctly recorded and posted in Quantum; travel claims, and other entitlements are duly processed
• Timely corrective actions in Quantum, including the requests with budget check errors or other issues and exceptions
• Presentation of information on the status of financial resources as required-.
• Maintenance of the proper filing system for finance records and documents.
• Ensures proper CO cash management system functioning focusing on: alternate to Finance Associate (ICS-7) for timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements; Timely identification of deposits in local bank accounts; timely and accurate submission of bank statements to GSSU for purposes of bank reconciliations and initiation of requests for bank transfers and deals to GSSU.
• Preparation and follow up of the VAT submission packages

Ensures effective administrative and logistical support, focusing on achievement of the following results:

• Organization of shipments, customs clearance arrangements, preparation of documents for UNDP CO, UNDP Development Projects and Non-Resident UN Agencies, and preparation of all necessary documentation and follow up action when required
• Administrative support to conferences, workshops, retreats.
• Support the process of collection of information for DSA Surveys, travel agencies, and other UN surveys,
• Support the UNDP in implementing UN House Management role and other common services
• Arrangement of vehicle transportation, regular vehicle maintenance monitoring insurance for CO Vehicles.
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.

Provision of front-desk service and telephone communication services and effective mail management and cost recovery on Pouch Operations focusing on achievement of the following results for all UN agencies (except UNDP), focusing on achievement of the following results:

• Contacts with UN House visitors and staff.
• Translation of simple correspondences, when needed.
• Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UN/UNDP.
• Operation and management of the telephone switchboard in accordance with appropriate protocol.
• Receipt, registration, coding and forwarding of incoming and outgoing correspondences including pouch (addressed to UN Agencies) to proper department/unit/officer.
• Proper prorating and billing of user agencies.

Supports travel management processes for CO, UNDP Development Projects and UN Agencies focusing on achievement of the following results:

• Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices.
• Processing of cost-recovery bills for the travel services provided by UNDP to UNDP Projects and other UN Agencies.
• Follow-up with contracted travel agent to ensure provision of high-quality professional service and most competitive price.
• Provision of information to the staff on travel including entitlements, travel route and hotel arrangement.
• Arrangements for security clearance when required.
• Hotel reservations for visiting UN/UNDP officials when required.
• Processing requests for visas for all UN travellers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff.
• Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary.
• Reconciliation of settlements to be paid by the Finance Unit when required.
• Monitoring and reconciliation of Travel Dashboard

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participation in the training for the programme, operations and projects staff on Finance, administration and travel related issues
• Sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Thematic AreaNameDefinition

Administration & Operations Documents and