Digital Operations Associate

Contract

This is a NPSA-6 contract. This kind of contract is known as National Personnel Services Agreement. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about NPSA-6 contracts.

Background

The Bureau of External Relations and Advocacy (BERA) leads and supports the organization in cultivating, building and nurturing strategic relationships and alliances that are essential for advancing and successfully achieving the mission of UNDP. Within BERA, the Communications Group leads and manages external communications through strategy, media, digital communications, marketing, branding and global storytelling. The Digital Communications team within the Communications Group is responsible for implementing digital communications globally through UNDP’s corporate websites, specialized storytelling platforms, social media channels and partnerships. The Digital Communications team produces creative and strategic digital experiences to engage with global audiences and position UNDP as a global leader in achieving the Sustainable Development Goals.

The Digital Operations Associate is part of the Digital Communications team. Under the guidance and direct supervision of the Head of Digital Communications, s/he will coordinate the operational function of UNDP’s Digital Communications team, which includes fiscal coordination, procurement, recruitment, vendor management and administrative activities. Occasionally, the Associate will be asked to support digital communications personnel with tasks such as drafting a web story, preparing social media posts and researching photos.

Duties and Responsibilities

Implementation of operational workflows within the digital communications team

• Work with digital communications manager and operational specialists throughout UNDP to ensure efficient application of standard operating procedures
• Working with digital communications team, complete operational tasks in timely and proper manner
• Maintain and utilize office systems and productivity tools while staying up-to-date with new enhancements, upgrades and products to recommend improvements in operational coordination

Financial coordination

• Diligently track expenses and revenues of the digital communications team
• Reconcile team’s financial information with UNDP’s accounting system
• Execute transactions including receivables and payables
• Serve as focal point for usage of credit card and tracking of all requests
• Run regular financial reports for management

Procurement and coordination of vendors

• Work with procurement unit to follow standard operating procedures in selecting and contracting vendors
• Work with digital communications team in obtaining online services, products and licenses
• Organize and track procurement records and contracts
• Maintain a schedule of renewals and expirations of services with the goal of avoiding service disruptions

Execution of various operational duties, enabling digital communications team to function smoothly

• Support recruitment and onboarding processes for personnel including interns
• Track assignments of workstations and equipment
• Update email groups and digital accounts
• Coordinate all technical aspects of meetings, such as reservations of appropriate rooms and testing and running of equipment and software
• Serve as team’s focal point for purchases including office supplies and equipment

Occasional support of digital communications to external audiences

• Input drafts of stories and blogs into the web content management system (CMS) for online publishing
• Research photos and images for upcoming stories or social media posts
• Monitoring social media activities on UNDP corporate accounts
• Assist with setting up of publishing schedule on social media platforms.

Expected Outputs and Deliverables:

Output 1: Financial coordination

• Diligently track expenses and revenues of the digital communications team on a weekly basis
• Reconcile team’s financial information with UNDP’s accounting system on a biweekly basis
• Execute transactions including receivables and payables on a weekly basis
• Serve as focal point for usage of credit card and tracking of all requests on a daily basis
• Run regular financial reports for management on a monthly basis
• Support ICs and IPSAs in monthly processing of accurate timesheets and remunerations

Output 2: Procurement and contract coordination

• Work with MSU to successfully complete procurement activities on a daily basis
• Organize and track procurement records and contracts on a weekly basis
• Maintain a schedule of renewals and expirations of services with the goal of avoiding service disruptions on a monthly basis

Output 3: Team management support

• Support recruitment and onboarding processes for personnel including interns on a weekly basis
• Update email groups and digital accounts monthly basis
• Serve as team’s focal point for purchases including office supplies and equipment on a monthly basis

Competencies

CORE:

Leadership - Proactively seeks and recognizes contributions of others

Communications and Relations Management - Expresses information and views with adaptive reasoning and appreciation for complexity and variation.

Innovation - Adapt deliverables to meet client needs.

People Management - Appropriately involves team in different stages of work and decision making.

Delivery - Takes responsibility for addressing critical situations and delivering core value.

TECHNICAL

Innovation - Ability to manage organisational resources and deployment in pursuit of innovative approaches and initiatives.

Data Management - Ability to develop and execute architectures, policies, practices and procedures in order to manage the information lifecycle needs of UNDP.

Priority setting - Ability to scan and synthesize diverse sets of information to arrive at strategic priorities and positioning recommendations.

Accounting (General) - Knowledge of accounting concepts, principles, regulations, and policies and ability to apply to strategic and/or practical situations.

Contract Management - Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations.

Case Manafemenr - Ability to organize, record, and manage employee interactions with HR including but not limited to terminations, separations, visa management, vacancy management, HR crises.

Required Skills and Experience

Education:

• Completion of Secondary Education is required;
• A University Degree in Business Management, Public Administration or related field is desirable.

Experience:

• A minimum of 6 years of relevant experience, including financial operations, procurement, recruitment at the national or international level;
• At least one year experience in budgeting or financial management;
• Excellent administrative and computer skills, including Microsoft Office, and knowledge of spreadsheet and database packages is desirable;
• Previous experience in digital communications context, is desirable;
• Knowledge of Atlas or similar ERP system, is desirable.
• Previous experience with a multi-lateral or international organization, is desirable.

Language Requirements:

• Proficiency in the English language in both oral and written is required;
• Knowledge of another UN language is desirable.