Background

UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. UNDP is on the ground in 166 countries, working with national counterparts on their own solutions to global and national development challenges.
 
UNDP Somalia is a growing organization which comprises two main clusters: (a) Governance and Rule of Law Programme; and (b) Poverty Reduction and Environment Protection Programme.
 
Under the guidance and direct supervision of the Operations Managers and the Head of Sub-Office in Garowe and Nairobi Office, the Operations Associate will perform the following principal functions relating to both programme and operational support.

Duties and Responsibilities

Summary of Key Functions:
  • Assist in Procurement Services;
  • Assistance in Administration Issues and support to various services – UN Dispensary, Logistics support and Office and Guest House Management;
  • Assist the Finance Section;
  • Enhance liaison with other Units.
Provide assistance to Procurement Services, ensuring that procurement strategies, adapts processes and procedures focusing on achievement of the following results.
  • Obtains quotations from suppliers, analyses bids; prepare purchase orders (PO) in ATLAS, ensuring budgetary clearance. 
  • Maintains procurement plan information for all activities in the area covered by the Garowe Office, issues invitations to bid (ITB), and Request for Quotation (RFQ), presides over bid openings, compiles and tabulates bids for submission to Contracts, Assets and Procurement Committee.
  • Maintains supplier data base, files and records related to procurement activities; monitors vendor performance and financial limits and issues evaluations; maintains separate records of procurement undertaken for DEX projects; maintain various catalogues. Creates new vendors in ATLAS and forwards to finance unit for approval.
  • Liaises closely with requesting unit to ensure full tracking information from ITB or RFQ to PO and ensures integrity of information. Participates in periodic monitoring of stock levels for fast moving items.
Provides assistance to the accounting and administrative support function in achieving its objectives in particular ensures efficient and effective Invoicing and Chart of Accounts (COA):
  • Ensures proper , effective and efficient invoicing related to services and goods provided while observing the UNDP policies and procedures.
  • Liaises closely with Office Management in the update of positions in association to chart fields (COAs), update of COA information and ensure accurate information is provided to users.
  • Provides support in the Finance areas as requested by the Liaison Officer/Office Management.
Assistance in Administration Issues and support to various services – UN Dispensary, Logistics support and Office Management:
  • Provides support and ensure the Facilities Administration issues are adequately managed and addressed.
  • Liaises closely with Office Management to ensure the day to day running of Common Premises is maintained.
  • Oversees Driver function and its daily activities and co-ordinate Logistical support related to the various needs.
  • Provides Customs Duty and services, advises and provides support to the Immigration formalities.
  • Ensures Office inventory management and maintains the records as per instructions received from Office Management.
Liaison with other Units:
  • Calculates cost recovery due in respect to services provided to other Agencies in the area of travel. Enters bills into the system for UNDP and other ATLAS agencies.
  • Monitors deliveries, advises requesting unit when receipt confirmations are required. Calculates cost recovery due in respect of services provided to other Agencies in the area of travel. Enters bills into the system for UNDP and other ATLAS agencies.
  • Performs any other duties assigned.

Impact of Results:

The key results have an impact on the overall CO efficiency in procurement and financial resources management and success in implementation of operational strategies. Accurate analysis and presentation of financial information enhances UNDP credibility in use of procurement and financial resources, proper procurement and financial process management. The information provided facilitates decision making of the management.

Competencies

Functional Competencies:          
 
Building Strategic Partnerships
  • Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
  • Researches best practices and poses new, more effective ways of doing things
  • Documents innovative strategies and new approaches
Job Knowledge/Technical Expertise
  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
  • Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
  • Uses information/databases/other management systems
  • Provides inputs to the development of simple system components
  • Makes recommendations related to work procedures and implementation of management systems
Client Orientation
  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
  • Responds to client needs promptly
Promoting Accountability and Results-Based Management
  • Gathers and disseminates information on best practice in accountability and results-based management systems
  • Prepares timely inputs to reports
Core Competencies:
  • Demonstrating/safeguarding ethics and integrity 
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making

Required Skills and Experience

Education:          
  • Completion of Secondary Education, preferably in technical disciplines.
  • University Degree in Business or Public Administration, Economics, Political or Social Sciences would be desirable, but it is not a requirement.
Experience:
  • 7 years of progressively responsible administrative or programme experience is required at the national or international level.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
Language Requirements:
  • Fluency in English, both spoken and written is essential;
  • Knowledge of Somali or Arabic is desirable.