OPERATIONS ASSOCIATE


Location : New York, UNITED STATES OF AMERICA
Application Deadline :11-Feb-13
Type of Contract :FTA Local
Post Level :GS-6
Languages Required :
English  
Duration of Initial Contract :One Year
Expected Duration of Assignment :One Year (Renewable)
All posts in the GS categories are subject to local recruitment.

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT).

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.

Background

Please note: This is a locally recruited position, open to candidates  who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.  Current UNDP GS staff serving outside of HQ must meet the eligible criteria stated above prior to their application. 

The Bureau of External Relations and Advocacy (BERA) leads and supports the UNDP in cultivating, building and nurturing strategic relationships and alliances that are essential for advancing and successfully achieving the mission of UNDP, that includes partnership development, resource mobilization, communications and governance.

To carry out its responsibilities BERA has a Directorate (DIR) and four clusters as follows: Communications (CC); Innovation and Development Alliances (IDAC), Resource Partnerships Cluster (RPC) and Multilateral Affairs and UN Coherence Cluster (MAUCC).  The MDG-F Secretariat is also housed in BERA.  In addition, BERA has Representation Offices in 5 major donor capitals and in collaboration with Regional Bureaus, manages 2 UNDP Centres in Istanbul and Seoul.

Under the overall guidance of the Cluster Leader and direct supervision of the Operations Associate of the Multilateral Affairs and UN Coherence cluster, Bureau for External Relations and Advocacy (BERA), the Operations Associate provides substantive services in policy and partnerships support, administrative tasks, financial management, human resources and website ensuring high quality and accuracy of work. The Operations Associate promotes a client-focused, quality and results- oriented approach in the division.

The Operations Associate works in close collaboration with the management support unit in the BERA Directorate and all staff in the cluster, in particular the coordinator of the Conference Services and Operations Support work stream, to support financial management, information delivery and overall administrative management.

Impact of Results:

The key results have an impact on the overall efficiency in financial resources management and success in implementation of operational strategies. Accurate analysis of financial and operational information enhances UNDP credibility in use of financial resources and proper financial management. Efficiency in and coordination of information facilitates decision-making by the management.


Duties and Responsibilities

Summary of Key Functions:

  •  Implementation of operational strategies
  •  Accounting, finance and administrative support
  •  Effective information and knowledge management support to Cluster Leader, Team Managers and staff of the cluster 
  •  Effective and Efficient logistical support for Conference Services
  •  Systemization of Information

Implementation of Operational Strategies, focusing on achievement of the following results:

  • Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting in the UNDP financial system;
  • Proper functioning of a client-oriented financial resources management system;
  • Support the management of the cluster’s workplans and ensure implementation is in line with budget planning and monitoring; 
  • Assist in the management of performance indicators/success criteria, targets and milestones and preparation of reports;
  • Provide timely and accurate advice to the Cluster Director and staff on both management and administrative projects.

Accounting, Finance and administrative support, focusing on performing the following functions:

  • Create projects in ATLAS and initiate administrative start-up process as applicable, entering projects into Atlas, and preparation of required budget revisions;
  • Support cluster staff on routine procedures (e.g., procurement, travel, translations, recruitments, tracking use of financial resources);
  • Monitor the General Operating Expenditure (GOE) budget and research thoroughly required information for the preparation of financial planning and analysis of the financial situation (i.e., monthly reconciliation reports comparing the shadow budget and Project Budget Balance/Detailed Expenditure reports). Organize and Distribute quarterly GOE expenditure reports to the Management Support Unit; 
  • Liaise with BERA Directorate Finance team and UNDP Finance office in the implementation of management projects in the unit;  and
  • Process payments of purchase orders and non-purchase order vouchers in line with financial procedures, ensuring receipt of all supporting documentation. Provides timely corrective action on unposted vouchers, including the vouchers with budget check errors, match exceptions and unapproved vouchers. Coordination and review of accounts closure.

Provide effective information and knowledge management support to Cluster Leader, Team Managers and staff in the cluster focusing on the achievement of the following results:

  • Ensure streamlined flow of reports and requests for inputs to different strategic and corporate documents (e.g., briefing notes, GA and ECOSOC submissions) to the appropriate staff in the cluster;
  • Support the maintenance and expansion of contacts of external partners (e.g. in databases, e-mail group lists, rosters, Teamwork pages);
  • Support programme staff in maintaining updated information and content on the cluster in the appropriate sites (Teamworks, Sharepoint, website, other internal and external channels);
  • Maintains rosters and lists of key civil society contacts, focal points and UNDP colleagues in relevant bureaus; 
  • Collaborate with colleagues in the Office of Communications to ensure that strong and updated information on the cluster is available to staff and partners;
  • Support learning and training initiatives organized in the cluster. Compiles annual training plan; reviews individual requests for training, coordinates training needs for the unit staff.

Conference services: Ensures effective and efficient logistical support for Conference services focusing on achievement of the following results:

  • Support staff in the cluster to provide quality logistics and administrative support to informal meetings, high level meetings held by the cluster at HQ (e.g., Civil Society Advisory Committee to the Administrator, Executive Board sessions and informals, seminars and dialogue series);  
  • Backstop the Operations Associate on all matters related to conference services with respect to the Executive Board;
  • Proactively identify items for action through regular scanning of the Registry log, and in follow up to requests from DESA and other key institutional partners and independently draft substantive correspondence on administrative and other matters of specific nature as part of conference support;  
  • Smooth coordination to the cluster in terms of calendar management of major meetings/events, support to Director’s calendar, and management of unit weekly meetings;
  • Support the taking of minutes at cluster meetings as needed. 

Systematization of information

  •  Provide necessary support in preparing briefing books, compiling or archiving relevant information as requested by the Directors and staff.


Competencies

Core Competencies:

  • Demonstrates integrity by modeling the UN’s values and ethical standards;
  • Advocates and promotes the vision, mission, and strategic goals of  the UN;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Contributes effectively to team-based activities, working collaboratively and sharing information openly; works    effectively with colleagues inside the UN as well as its partners and other stakeholders to pursue common goals;
  • Facilitates and encourages open communication in the team, communicating effectively;
  • Remains calm, composed and patient when facing conflict, manages conflict; productively, focusing on mutually acceptable solutions;
  • Takes initiative and seeks opportunities to initiate action; and 
  • Proposes innovative ideas and new solutions to work.

Functional Competencies:

Leadership and Self-Management

  • Focuses on result for the client and responds positively to feedback; 
  • Consistently approaches work with energy and a positive, constructive attitude; 
  • Demonstrates openness to change and ability to manage complexity and multiple tasks; and
  • Harmonizes with the team, with cooperation and communication.

Development and Operational Effectiveness

  • Ability to perform a broad range of specialized activities related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting;
  • Sound knowledge of financial rules and regulations, accounting;
  • Strong IT skills, including Microsoft excel, WORD; 
  • Excellent programme management and communication skills, including drafting ability; 
  • Thorough knowledge of the United Nations system structure, including established programme, operational and administrative procedures; 
  • Good organizational skills, sound judgment, initiative, demonstrated capacity to perform effectively within a multi-cultural work environment, tact and ability to deal with confidential matters in a discreet and reliable manner; 
  • Ability to set priorities and work under pressure with personnel at all levels; and
  • Accepts additional responsibilities as required.

Knowledge Management and Learning

  • Encourages office staff to share knowledge and contribute to UNDP practice areas; 
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.


Required Skills and Experience

Education: 

  • Secondary Education.  University Degree in Business or Public Administration an asset but not a requirement. 

Experience: 

  • A minimum of 6 years of progressively responsible finance/management/administrative experience is required at the national or international level;
  • Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems;
  • Working knowledge of ATLAS Finance module required.

Language Requirements:

  • Fluency in English is required. Knowledge of another UN language an asset.

N.B.  All applicant are required to submit a completed and signed P-11(UN Personal History Form) detailing the qualification and experience they can bring to the post.  Kindly upload P-11 form from link:  http://sas.undp.org/documents/P11_Personal_history_form.doc


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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.


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