Operations Associate

Overview

Manage facility operations and provide administrative support

You have:

• Secondary education with specialized certification in Administration.
• A first-level university degree in combination with three years of qualifying experience may be accepted in lieu of the advanced university degree.
• 6 years with the Secondary education or 3 years with bachelor’s degree of relevant experience in administration or programme support service is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems.
• Fluency in English and Arabic, both written and oral.

Contract

This is a GS-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 2,204 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Background

OHCHR is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

Qualified female candidates are encouraged to apply.

OHCHR does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

On 25 September 2019, the Government of Sudan and the Office of the UN High Commissioner for Human Rights (OHCHR) signed a Host Country Agreement paving the way for the establishment of a fully mandated OHCHR office in Sudan, with sub-offices in Darfur, Southern Kordofan, Blue Nile and East Sudan. On 27 September 2019, the Human Rights Council adopted resolution 42/35, which welcomes the commitment of the Government to establish a fully mandated country office with field presences and requests the United Nations Secretary-General to provide all the resources necessary to establish and operate such a country office.

Under the guidance and supervision of the OHCHR Head of Office and Deputy Head of Office, the Operations Associate manages and coordinates building operation and facility use of the OHCHR Khartoum compound to ensure cost of containment and support for staff and users activities held on premises.

The Operations Associate promotes a client-oriented approach consistent with UNDP rules and regulations and works in close collaboration with the operations, programme and projects’ staff in the CO and with OHCHR HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

1. Analyses, maintains on overview and update the management on the day-to-day provision of operational support and services in terms of building management, to the office UN system, national and other key partners (office management, travel, maintenance of common premises and office space allocation)
2. Proposes new and/or revised procedures and practices and assess the impact of changes, and makes recommendations for the follow-up action. Keeps abreast of changes in administrative rules, regulations and procedures providing interpretations. Drafts correspondence of a complex nature; writes special reports, evaluations and justifications as required on general administrative guidelines and procedures.
3. Proposes and implements cost savings and cost recovery measures for support services to partners and clients.
4. Coordinates and consults with the ICT unit and contractors to set up and assist in managing a preventive maintenance plan for the equipment and the premises and is responsible for the beautification of the premises.
5. Raises requisitions in UMOJA, and notifies the procurement unit, for items required for administrations and management of the OHCHR premises.
6. Inform the OHCHR Head of Office and Deputy Head of Office and all staff on common premises and other general administrative matters
7. Prepares and Supervises contracts/contractors, verifies and certifies invoices for payment
8. Processes all Zain, MTN and Sudani incoming invoices before presenting to the finance department.
9. Estimates costs of the office bills for budgeting planning purposes and fund allocations.
10. Manages and coordinate facility use by field offices; establish user needs; coordinate and secure related services as necessary to include routine maintenance, facility preparation, equipment support and maintenance, and technical assistance.
11. Prepares detailed cost estimates covering the maintenance and use of the OHCHR Khartoum facilities; set cost sharing polices and act as the focal for services provided and functions held on building premises to control and/or recover operational and maintenance expenses;
12. Implements all maintenance and general procurement of materials and parts, schedules installations and oversees that such repairs are accomplished in a safe and timely manner.
13. Processing travel and ticketing in addition to processing all travel requirements for OHCHR staff members.
14. Acts as the focal point for administrative and logistics support for the OHCHR office.
15. Ability to monitor OHCHR activities to be accomplished in timely manner to meet the timely framework.
16. Performs other related duties incidental to the work described herein.

Competencies

Core

Innovation

Ability to make new and useful ideas work: Adept with complex concepts and challenges convention purposefully.

Leadership

Ability to persuade others to follow: Proactively seeks and recognizes contributions of others.

People Management

Ability to improve performance and satisfaction: Appropriately involves team in different stages of work and decision-making.

Communication

Ability to listen, adapt, persuade and transform: Expresses information and views with adaptive reasoning and appreciation for complexity and variation.

Delivery

Ability to get things done while exercising good judgement: Takes responsibility for addressing critical situations and delivering core value.

Corporate Competencies:

1. Demonstrates commitment to UNDP’s mission, vision and values.

2. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

   Corporate Competencies:

3. Demonstrates commitment to UNDP’s mission, vision and values.

4. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

   Functional Competencies

   Knowledge Management and Learning

5. Shares knowledge and experience

6. Encourages office staff to share knowledge and contribute to UNDP Practice Areas

7. Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills

   Development and Operational Effectiveness

8. Ability to perform a variety of specialized activities related to coordination with different partners across field offices and provide administrative support including initiating making transactions, liquidation and reporting.

9. Sound knowledge of Durable Solutions and IDP’s Return issues and responses
10. Strong IT skills

11. Ability to provide input and compile reports from different sources into one readable document.

    Leadership and Self-Management

12. Focuses on result for the client

13. Consistently approaches work with energy and a positive, constructive attitude

14. Remains calm, in control and good humored even under pressure

15. Demonstrates openness to change
16. Responds positively to feedback and differing points of view

Required Skills and Experience

Education:

• Secondary education with specialized certification in Administration.
• A first-level university degree in combination with Three years of qualifying experience may be accepted in lieu of the advanced university degree.

Experience:

• 6 years with the Secondary education or 3 years with bachelor’s degree of relevant experience in administration or programme support service is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems.

Language Requirements:

Fluency in English and Arabic, both written and oral

Potential interview questions