Operations Assistant

Contract

This is a SB-3 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-3 contracts.

Background

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.

UN Women MCO-Caribbean (MCO) covers 22 English and Dutch speaking countries and territories in the Caribbean. The MCO maintains a physical presence in several countries but there remains high and consistent demand for the exercise of UN Women’s integrated mandate across the 22 countries and territories

Under the direct supervision of the Operations Analyst, the Operations Associate 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, producing administrative services of the highest quality in a timely and proactive fashion.

Duties and Responsibilities

Provide administration and operations support to the MCO in accordance with UN Women rules and regulations and policies and strategies

• Contribute to an annual workplan for the Operations Team and support the implementation and monitoring;
• Provide technical support and guidance to colleagues on operational issues;
• Liaise with Government Ministries in countries on diplomatic and administrative matters of the MCO;
• Liaise with UNDP offices and other UN offices in each country of operation to coordinate operational support;
• Ensure a continuous and up-to-date flow of information between the MCO and the RO as needed;
• Support the pre-audit preparations for the MCO to be audit ready and complete the pre-audit checklist; prepare for internal and external audits and support requests for information from auditors;
• Support the review of travel claims before submission for payment processing;
• Support organization of shipments, customs clearance arrangements, preparation of documents for MCO shipments (received/sent) in coordination with suppliers, the relevant Government Ministries and UNDP personnel.

Support logistical and administrative requirements of MCO offices and personnel in each country

• Support the planning process for the establishment and outfitting of office space in each country of operation;
• Coordinate with in-country personnel, operations personnel and UNDP operational personnel for market research, procurement needs and procurement planning;
• Support the security of all UN Women furniture and equipment in each country including tagging, maintaining a database of attractive items, and managing a furniture and equipment replacement plan;
• Support the creation and maintenance of leases and operational contracts in each country including for office space, office equipment, with timely establishment and renewal of contracts;
• Relationship building and liaising with the UN support personnel in the country to build and maintain good interagency working relationships.

Support the administration and coordination of Human Resources services in accordance with UN Women rules and regulations and corporate policies and strategies

• Create and upload vacancy announcements and organize interview panels;
• Liaise with the UNDP HR support personnel in the MCO’s countries of operation on HR matters relating to staff onboarding, maintenance and offboarding.
• Maintain staffing lists and reports;
• Support periodic reconciliation of attendance and leave management monitoring;
• Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements);
• Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Operations Analyst and Operations Manager.

Support security of MCO personnel

• Manage and update on a periodic basis, a database of consultants and their dependents who are resident in the MCO region
• Provide on a periodic basis to UNDSS, updated information on personnel including consultants in the MCO region.
• Support the update of the Business Continuity Plans of all countries of operation on a quarterly basis.
• Support the annual update of the Security Surveys of all counties of operation of the MCO
• Support the provision of information required for security and emergency planning and monitoring including liaising with the Regional Security Advisor, the RO team, the Crisis Management Team of the MCO and other relevant personnel.
• Render security support as required

Contribute to knowledge sharing and Inter-Agency Coordination

• Provision of administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
• Compile lessons learnt and best practices in administration, procurement, and human resources.
• Participate in UN inter-agency operational meetings and joint initiatives as required.

Key Performance Indicators

• All services are provided in compliance with UN Women rules, regulations and policies
• Timely and accurate implementation of procurement processes
• Timely and accurate implementation of HR processes
• Provide timely and quality advice to clients;
• Timely and quality reports

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional Competencies:

• Ability to administer and execute administrative and procurement processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Strong knowledge of administrative rules and regulations;
• Strong IT and web based management skills;
• Ability to extract and interpret data
• Ability to priorities work and to multi-task;

Required Skills and Experience

Education and certification:

• Secondary Education.
• University Degree in Business, Administration and Finance, would be desirable, but it is not a requirement.

Experience:

• At least 3 years of progressively responsible experience in administration, finance, procurement, human resources or logistic support services at the national or international level;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in the use of an ERP system such as ATLAS is an asset.
• Experience in an international development organisation would be an asset

Language requirements:

• Fluency in English is required.
• Working knowledge of Spanish is an asset

Applications:

• This position is subject to service contract conditions for Barbados. The successful candidate needs to be located in Barbados for the duration of the contract.
• All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment; Please group all documents into one (1) single PDF document as the system only allows one document to be uploaded.

Note:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)