Operations Assistant

Contract

This is a UNV National Youth contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Youth contracts.

The Regional Bureau for Arab States of the United Nations Development Programme has an office located in Beirut (Lebanon) which serves as a platform for operation for the Regional Programme Division projects and/or activities that are implemented across the Arab countries.

The Management Support Unit (MSU) provides management, coordination, monitoring and oversight roles to all UNDP-RBAS’ Regional Programme Division projects and/or activities that are implemented across the Arab countries; from basic information management and administrative duties to complex business activities.

Under the general guidance and the direct supervision of the Project Management Anaylst, the Operations Assistant is responsible for undertaking operational and project support tasks.

The UN Youth Volunteer is responsible to abide by security policies, financial rules and regulations, administrative instructions, plans and procedures of the UN Security Management System and that of UNDP.

Under the direct supervision of Project Management Analyst, the National UN Youth Volunteer will:

Event Organization: • Assist in drafting Request for Quotations in line with UNDP’s rules and regulations to invite suppliers to bid depending on the services required;
• Assist with preparing cost sheet analysis and complete documentation needed to request issuance of contracts/Purchase Orders; • Prepare and follow up on all the lists related to the activity (Participants list, rooming list, travel list); • Assist in ensuring bookings at the hotel for the accommodation of participants; • Assist in the preparation of events budgets; • Ensure in updating the Calendar of Events;

Travel Requests: • Assist in acquiring travel routings; • Assist in the booking and purchase of tickets for all travel; • Assist in drafting official travel documents/travel authorizations for staff and non-staff; • Assist in calculating travel entitlements for staff, non-staff and assist in processing the relevant payment entitlements (per diem and terminals when applicable); • Prepare requests for visas and follow up on issuance and delivery accordingly; • Assist in preparing Travel Claim Forms for reimbursement of expenditures; • Request for and follow up on the security clearance of different authorized travel missions;

Administrative Tasks: • Assist in carrying out procurement processes in line with UNDP’s rules and regulations; • Assist in processing of payments and invoices from travel agents, event organizers, hotels and their suppliers against terms of contracts and actual services rendered; • Support in the coordination and recording of assets, which includes timely preparation and submission of periodic assets and inventory reports; • Organize and update office files, and maintain the filing system of the Management Support Unit; • Responsible for maintaining an updated Supplier list; • Assist in research needed for logistics and outreach; • Assist in drafting letters, correspondences, scanning, photocopying, etc.); • Perform other tasks requested by the Management Support Unit.

• Any other related tasks as may be required or assigned by the supervisor.

• Professionalism • Integrity • Teamwork and respect for diversity • Commitment to continuous learning • Communication • Flexibility • Genuine commitment towards the principles of voluntary engagement

administrative tasks, event organization • 6 months experience is a required • Previous UN experience is a plus; • Excellent analytical skills; • Motivated to contribute towards peace and development and to serve others; • Good interpersonal, networking and communication skills; • Willingness to contribute and work as part of a team; • Flexible and open to learning and new experiences; • Respect for diversity and adaptability to other cultures, environments and living conditions; • Previous experience as a volunteer and/or experience of another culture, (i.e. studies, volunteer work, internship) would be highly regarded; • Computer skills (i.e. Word, Excel, PowerPoint, and others).

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. This position is based in Beirut, Lebanon. National UN Volunteers are part of the malicious insurance plan. National UN Volunteers are expected to be culturally sensitive and adjust to the prevailing culture and traditions.