Operations Associate

Contract

This is a NPSA-7 contract. This kind of contract is known as National Personnel Services Agreement. It is normally only for nationals. It usually requires 7 years of experience, depending on education. More about NPSA-7 contracts.

Background

UNDP 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.

UNDP 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.

UNDP is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP.

The Office of Human Resources (BMS/OHR) supports UNDP in achieving its vision objectives through enabling the organization to attract, manage, and retain staff with relevant technical expertise, competencies and skills by providing strategic HR advice and creating an inclusive working environment where staff are engaged, continuously develop professional and perform at their best.BMS/OHR’s key clients include UNDP Country Offices and Headquarters leaders/ managers, HR practitioners, and individual staff members.

Under the overall guidance and supervision of the Deputy Director, SPM and Deputy Director, TPS, the Operations Associate will provide support to the SPM and TPS teams, located in NY HQs, with regards to financial management, procurement and general administrative support. Such support will relate to the general operation of the Office as well as the implementation of the key projects of People for 2030.

Duties and Responsibilities

• Ensures implementation of BMS/OHR (SPM and TPS teams), operational and financial strategies, and adapts processes and procedures focusing on the achievement of the following:

  • Ensure full compliance of procurement, finance, HR and administration activities with UN/UNDP rules, regulations, policies and procedures; and implementation of the effective internal control. Provide effective financial management and administrative assistance to support implementation of BMS/OHR’s activities in New York.
  • Support the recruitment of PSA holders and UNVs for BMS/OHR.

• Provides effective financial management support, focusing on the achievement of the following:

  • Support budget planning for BMS/OHR, implement the control mechanism through monitoring the budget lines and budget funds balance, preparation of modifications as required.
  • Regularly reviewing ERP financial expenditure reports and advising the relevant project leads.
  • Assistance in proper control of supporting documents for payments and financial reports.

• Administers procurement and administrative processes for SPM and TPS teams in New York focusing on achieving the following:

  • Ensure effective procurement of goods and services, recruitment, and contract management process related to BMS/OHRs New York, including but not limited to, liaising with team members and follow up on contracts for consultants, interns, and vendors in collaboration with supervisors and help ensure timely payment, support in preparing long lists of consultants for selection by supervisor and compile supporting documents.
  • Prepare procurement plans for the office and monitoring of implementation.
  • Prepare submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
  • Implement internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.

• Provides logistical administrative support services to SPM and TPS personnel focusing on achievement of the following:

  • Process travel for missions, workshops and duty travel of SPM and TPS staff, including purchase of tickets, DSA calculation, travel requisition preparation; visa and hotel arrangements, including LP, as needed.
  • Ensure support with the onboarding of the new BMS/OHR personnel in New York HQs, including but not limited to setting up the workstation, obtaining the email address and phone numbers, coordinating with relevant teams the set up on laptops, support in setting up introductory meetings, etc.
  • Act as custodian for management of office stationery supplies and office IT equipment including maintenance of stock list of stationery & IT equipment, distribution of equipment as required by staff and keeping a log of distribution.
  • Implement Inventory and physical verification controls in coordination with the BMS Operations Team.
  • Maintain files and records relevant to office maintenance.
  • Provide support for maintenance of premises.
  • Coordinate and liaise on IT support for the New York based teams.
  • Coordinate meetings and workshops, including logistics of meetings, and assists in arrangement of appointments and meetings as required.

• Ensures facilitation of knowledge building and knowledge sharing within the SPM and TPS teams focusing on achievement of the following:

  • Develop and maintain administration operations support-related guidelines, checklists, trackers, and other documentation using shared drives.
  • Develop and update summary process notes/quick guides on procurement, finance and travel accessible to all New York-based staff.
  • Support UAT testing of change requests, new functionalities, and new configurations on the Quantum platform.
  • Maintain project files and an effective documents management system.
  • Support the implementation and knowledge sharing for projects implemented as part of People for 2030.

Competencies

CORE:

Achieve Results: Plans and monitors own work, pays attention to details, delivers quality work by deadline.

Think Innovatively: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.

Learn Continuously: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.

Act with Determination: Shows drive and motivation, able to deliver calmly in face of adversity, confident.

Engage and Partner: Demonstrates compassion/understanding towards others, forms positive relationships.

Enable Diversity and Inclusion: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

CROSS-FUNCTIONAL & TECHNICAL COMPETENCIES:

Thematic AreaNameDefinitionBusiness Direction & StrategyBusiness Acumen- Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome. - Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.

Business ManagementCommunication- Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. - Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Business DevelopmentCollective Intelligence Design- Ability to bringing together diverse groups of people, data, information or ideas, and technology to design services or solutions.

Business ManagementCustomer Satisfaction / Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients' immediate requests.

• Ability to anticipate client's upcoming needs and concerns.

  Business ManagementOperations Management- Ability to effectively plan, organize, and oversee the Organization's business processes in order to convert its assets into the best results in the most efficient manner.

• Knowledge of relevant concepts and mechanisms.

Administration & OperationsDocuments & Records Management- Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Administration & OperationsTravel Contract Management- Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major and rail providers; ability to negotiate airline discounts.

Required Skills and Experience

Min. Education requirements

• Completion of Secondary Education with specialized training in Business Administration, Procurement, Accounting, HR or Finance is required.
• Bachelor’s Degree in Business or Public Administration would be desirable, but not a requirement.

Min. years of relevant work experience

• A minimum of seven (7) years with HS Diploma or four (4) years with Bachelor’s Degree of relevant work experience in the area of Operations is required at the national or international level.

Required skills

• Experience in the usage of computers and office software packages (MS Word, Excel, etc), knowledge of automated procurement systems, experience in handling web-based management systems, is required.

Desired skills in addition to the competencies covered in the Competencies section

• Experience in supporting project management in terms of the planning and implementation of projects, managing budgets and other related data, and reporting is desirable;
• Experience in supporting performance management processes and reporting is a plus;
• Experience with the UN Financial rules and regulations or similar organization is desirable;
• Knowledge of UNDP operations management policies, processes, and rules is highly desirable.
• Previous experience with a multi-lateral or international organization, is desirable.

Required Language(s)

• Fluency in the English language, both oral and written is required.
• Working knowledge of another UN language is desirable.