Operations Associate

Contract

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

• As an active [insert name Host Agency] team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UN WOMEN and its beneficiaries in the accomplishment of her/his functions, including: o Adherence to UN Women rules and regulations; o Quality support to conferences and events; o Quality organization of files and reports; o Timely support to team.

• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

Within the delegated authority and under the supervision of Operations Manager or his/her designated mandated representative(s), the UNV Operations Associate will handle the following tasks:

1. Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies:

• Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent); • Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required; • Provide administrative support to conferences, workshops, retreats; • Provide administrative support to property management; • Maintain filing system ensuring safekeeping of confidential materials.

2. Provide administrative, procurement support to office and assets management: • 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 service; • Create requisitions in Atlas for office and development projects; register good receipts in Atlas; • Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation • Monitor and maintain office stationery supplies including maintenance of stock list of stationery; • Maintain records on assets management and prepare required reports;

3. Maintain and review the Security Plan, including updating personnel lists:

• Provide inputs to the preparation and review of the UN Women and UN Security Plan; • Provide logistical support during the implementation of the Security Plan, as required; • Maintain security equipment and inventory; • Maintain and coordinate the UN Women Warden System, as required. • .Any other related tasks as may be required or assigned by the supervisor

Contribute to knowledge building and knowledge sharing: • Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs; • Build and share knowledge and experience related to administrative and operations support.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

• Professionalism • Integrity • Teamwork and respect for diversity • Commitment to continuous learning • Planning and organizing • Communication • Flexibility • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards [UN WOMEN’s mission and vision, as well as to the UN Core Values.

• Progressively responsible experience in administration, procurement, HR, or logistic support service • Prior UN experience is considered a strong asset; • A strong preference for experience with event organizing, travel coordination; • Experience in the usage of computers and office software packages (MS Word, Excel, etc.); • Experience in the use of ATLAS is an asset.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.