Operations Associate

Job title:

Operations Associate

Company

United Nations Development Programme

Job description

Ensure effective operational support:

• Carry out all day-to-day operations activities, including finance, human resources, procurement, IT, administration, and finance processes liaising with relevant units and troubleshooting compliance/contractual issues.
• Develop procurement, HR, and travel plans and monitor implementation.
• Manage the provision of goods and services for the programme, following corporate policies and procedures.
• Liaise closely with the relevant units to prepare documents, decision documentation, and other background documents required to complete operational processes.
• Process all the necessary logistical arrangements for missions, travel, and event organization.
• Process payments in line with financial procedures, ensuring receipt of all supporting documentation.
• Support the programme team in liaising with relevant support units for IT and connectivity needs.
• Maintain the programmer’s shared drive to ensure effective record keeping, information and documentation access.
• Manage and maintain updated contacts database and mailing lists.

Programme and financial management support:

• Manage required processes in Quantum in relation to the work plan and budget implementation.
• Monitor expenditures, and support with preparing budget revisions according to the needs of the programme.
• Track and prepare funds transfer processing documents, ensuring compliance and record keeping including preparing the fund requests, ensuring accuracy of figures and good cash management planning.
• Support the Programme and Reporting Specialist in maintenance and uploads to the Gateway.
• Work closely with the Programme and Reporting Specialist to provide general programme management support, including assistance with HR, resource/budget management.
• Generates reports and information on programme implementation status; identifies and escalates issues, contributes to the development of solutions.

Administrative and logistical support:

• Provide administrative support in the preparation of programme work plans, and budgets.
• Provide administrative and logistical support for organization of meetings, workshops, events, and missions.
• Prepare and process travel arrangements for the programme team, including travel requests and claims.
• Organizes and prepares agendas and support with minutes of team and/or governance and other general meetings and tracks action points.
• Provide overall administrative and operational support as required by the supervisor.

Support knowledge building and knowledge sharing:

• Compile lessons learned and best practices.
• Provide contributions to knowledge networks, communities of practice and digital knowledge platforms.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.CompetenciesCoreAchieve 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 & TechnicalBusiness Development: Knowledge Generation

• Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.

Business Management: Communication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication.
• Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Business Management: Customer satisfaction

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and delivery 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 concern.

External relations and advocacy: Project Management

• Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.

Finance: Budget management

• Ability to support budgetary aspects of work planning processes, drawing and management of team budgets.

Required Skills and ExperienceEducation:

• Completion of secondary education is required. A first-level university degree (bachelor’s or equivalent) in finance, administration, social sciences, project management or related fields will be given due consideration, but it is not a requirement.

Experience:

• A minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of progressively responsible finance, administrative or programme management support experience is required.
• Experience handling operational processes, including human resources, procurement, and/or travel in UNDP and/or other UN Agency is highly desirable.
• Experience with ERP systems is highly desirable (i.e., Oracle Cloud, SAP, Atlas, Quantum or others)
• Experience coordinating and providing logistical support for meetings, workshops and/or events is desirable.
• Demonstrated knowledge of the usage of computers and office software packages (MS Word, Excel, etc.); advanced knowledge of Excel is an added advantage.

Language:

• Language proficiency: fluency in oral and written English is required.

Note:Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.DisclaimerUnder US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Expected salary

Location

New York

Job date

Wed, 17 Apr 2024 04:25:32 GMT

To help us track our recruitment effort, please indicate in your email/cover letter where (un-jobs.net) you saw this job posting.