Operation Associate

Volunteering Admin Logistics & Procurement Human Resources

Overview

Provide operational support to the team in Jalalabad sub-office.

You have:

• At least 3 years progressively responsible experience in administration, finance, procurement, human resources or logistics support; services at the national or international level
• Experience in the usage of computers and office software packages, (MS Word, Excel, etc)
• Experience working with UN agency is an asset
• Experience in the use of ERP systems, Quantum is an asset
• Excellent oral and written skills, Excellent drafting, formulation, reporting skills
• Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel
• Self-motivated, ability to work with minimum supervision; ability to work with deadlines

Contract

This is a UNV contract. More about UNV contracts.

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors Afghanistan is one of the world’s most complex emergencies, and the world’s largest humanitarian crisis. Afghan people are grappling with the impact of conflict, poverty, economic decline, and natural disasters. In this context, Afghan women and girls face unique vulnerabilities and require urgent support as gender inequality is interwoven with conflict dynamics and humanitarian needs. It is essential that Afghan women and girls can continue to shape the development of their country, and that their gains are protected. UN Women remains fully committed to supporting Afghan women and girls and to putting them at the center of the global response to the crisis in Afghanistan. Given the importance of sub-national level engagement in support of Afghan women and girls in the current crisis context, the UN Women Afghanistan Country Office has sub-national presence in five Sub-Offices in Balkh, Bamyan, Herat, Kandahar and Nangarhar. The five Sub-Offices support UN Women coordination, advocacy, and programming efforts at the Sub-National level. The UN Volunteer will be responsible to provide operational support to the team in Jalalabad sub-office in close coordination with ACO Operations team by ensuring all operational procedures are observed and taken into consideration in provision of day support in terms of financial management, processing vendors’ payments, processing procurement cases, and helping the sub office team with field missions and etc. The incumbent will be required to report to the head of sub office on day-to-day activities and to ensure the program team is receiving timely support to implement planned activities. The UN Volunteer will report to the head of office on any challenges and work closely with the team to find quicker solutions in line with the existing policies and procedures.

Reporting to the Head of Jalalabad Sub-Office, the UN Volunteer will assist with the delivery of UN Women Operations support by analyzing results achieved during implementation and supporting appropriate application of systems and procedures. They will work in close collaboration with the UN Women Programme and Operations teams in ACO in Kabul, De facto Authorities (DfA), and civil society partners in the Eastern Region ensuring successful UN Women programme implementation at the Sub-Office level.

Under the direct supervision of the head of Jalalabad Sub Office the UNV carries out varied and inter-related operational, financial and logistical activities ensuring high quality and accuracy of work. The Operations Associate is results‑ and client‑oriented, delivering high‑quality administrative support in a timely, proactive, and service‑focused manner.

Specific tasks include: • Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements • Participate in review meetings and provide support to the assessment of the managerial and operational capacities of implementing partners in collaboration with the programme and technical team • Provide technical support and guidance to colleagues on operational issues • Ensure a continuous and up-to-date flow of information between the Sub-Office and the Country Office as needed • Support monitoring and documentation of petty cash expenditure and preparation of reports • Coordinate pre-audit preparations for the Sub-Office and for programmes/projects to be audit ready and complete the pre-audit checklist • Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions • Provide administrative and logistical support in the planning and preparation of road missions across the region, including in the coordination with other agencies, and as regards, transportation and accommodation arrangements • Make travel arrangements for the Programme Team, including travel requisitions and claims • Prepare public information materials and briefing packets • Provide inputs to the preparation of procurement plans for the office and monitor their implementation • Generate procurement related reports; research and draft responses to enquiries • Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services • Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution • Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items • Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters • Co-facilitate trainings or consultation meetings as required • Participate with in monitoring visits and missions and support documentation of such visits/missions • Support communication with partners, stakeholders and beneficiaries as required • Compile lessons learnt and best practices in administration, procurement, and human resources; Key Performance Indicators.

• Accountability, Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organizing • Professionalism • Self-management

• At least 3 years progressively responsible experience in administration, finance, procurement, human resources or logistics support; services at the national or international level • Experience in the usage of computers and office software packages, (MS Word, Excel, etc) • Experience working with UN agency is an asset • Experience in the use of ERP systems, Quantum is an asset • Excellent oral and written skills, Excellent drafting, formulation, reporting skills • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel • Self-motivated, ability to work with minimum supervision; ability to work with deadlines.

This position is local UNV and the incumbent is the resident of the country where this position is. He/she is well familiar with the culture and traditional norms of the host country and abide by all legal norms applicable in the country.

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Potential interview questions

Added 3 months ago - Updated 2 months ago - Source: unv.org