Operations Support Officer
Assist with operational strategies, support administrative and procurement tasks, manage assets.
This opening expired 5 years ago.
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Overview
Assist with operational strategies, support administrative and procurement tasks, manage assets.
You have:
- Bachelor degree or equivalent in Business Administration, Law, Economics, Finance, or related field.
- Minimum of three (3) years of progressively responsible experience in providing operational support covering administration, operations, procurement, programme management services.
- Experience in the use of Enterprise Resource Planning software (e.g. ATLAS or similar) is required.
- Fluent in English (Mandatory).
- Experience with UN rules and regulations for operations and/or UNDP’s procurement processes is highly desirable.
- Experience in supporting audit reviews is desirable.
- Experience in analysing financial and project reports, updating office budget and annual work plan is desirable.
- Must be at least 22 years old.
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.
Eligibility criteria
Minimum age: 22 years old. Applicants must be nationals of or legal residents in the country of assignment.
Description of task
Under the supervision of UNCDF’s Global Manager – Innovations and Financial Health, the National UN Volunteer Operations Support Officer will assist the following tasks:
Implementation of operational strategies
- Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
Efficient administrative and procurement support
- Coordination of travel arrangements, including preparation of travel authorizations, processing requests for visa applications, calculation of daily subsistence allowance or living allowance, and liaising with travel agencies.
- Timely follow-up action on travel claims, signatures as required, and ensure preparation of the necessary supporting documents.
- Provide administrative and logistical support for donor meetings, country/region-specific meetings, workshops, trainings, conferences, and any other special events organized, including procurement and contracting activities, making arrangements for conference calls and/or face to face meetings with vendors.
- Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
- Maintain the programme filing system in accordance with UNCDF rules; archive, organize and manage the documentation effectively.
- Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
Support with supply and assets management
- Coordination of assets management in the Office, timely preparation and submission of periodic inventory reports.
- Coordination of the provision of reliable and quality office supplies.
Support with administrative and financial control
- Maintenance of administrative control records such as commitments and expenditures.
- Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
- Ensure timely preparation and submission of requests for payment.
- Proper control of supporting documents of funds and activities.
- Provision of the information for the audit.
Qualifications/Requirements
Required degree level:
Bachelor degree or equivalent
Education - Additional Comments:
University degree or equivalent in Business Administration, Law, Economics, Finance, or related field.
Required experience:
36 Months
Experience remark:
- Minimum of three (3) years of progressively responsible experience in providing operational support covering administration, operations, procurement, programme management services at the national or international level.
- Experience in the use of Enterprise Resource Planning software (e.g. ATLAS or similar) is required.
- Experience with UN rules and regulations for operations and/or UNDP’s procurement processes is highly desirable.
- Experience in having supported audit reviews is desirable.
- Experience in analysing financial and project reports, update office budget and annual work plan is desirable.
Language skills:
- English(Mandatory), Level - Fluent
Area of expertise:
Procurement and contracting, Finance, accounting and audit, Other development programme/project experience
Area of expertise details:
Competencies
- Sets priorities, understands time, money and urgency constraints.
- Team player, able to work with several departments.
- Strong ability to communicate and function effectively in local / international / multicultural environment.
- Fundamental knowledge of processes, methods and procedures.
- Data gathering and implementation of management systems.
- Maintains effective client relationships.
Driving license:
No
Competencies values:
Accountability, Adaptability and Flexibility, Building Trust, Client Orientation, Commitment and Motivation, Commitment to Continuous Learning, Communication, Creativity, Empowering Others, Ethics and Values, Integrity, Judgement and Decision-making, Knowledge Sharing, Leadership, Managing Performance, Planning and Organizing, Professionalism, Respect for Diversity, Self-Management, Technological Awareness, Vision, Working in Teams
Application procedure:
* Not yet registered in the UNV Talent Pool?
First register your profile at https://vmam.unv.org/candidate/signup.
Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply.
* Already registered in the UNV Talent Pool?
First update your profile at https://vmam.unv.org/candidate/profile.
Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to apply.
This is a national UN Volunteer assignment, therefore only nationals of Malaysia and legal residents with a residency permit, the status of refugee or with the status of being stateless are eligible to apply.
Application deadline: 26 May 2021
Potential interview questions
| Can you describe a challenging administrative situation you faced and how you resolved it? | This question assesses your problem-solving skills in administrative contexts. | Provide a clear example, focusing on the actions you took and the outcome. |
| How do you prioritize tasks when managing multiple deadlines? | This question evaluates your time management and organization skills. | Pro members can see the explanation. |
| Describe a time when you had to work with a diverse team. How did you ensure effective communication? | Pro members can see the explanation. | Pro members can see the explanation. |
| What experience do you have with procurement processes, and how do you ensure compliance with procedures? | Pro members can see the explanation. | Pro members can see the explanation. |
| Can you give an example of how you maintained data integrity in a previous role? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 5 years ago
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Updated 1 year ago
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Source:
unv.org
