UNDP Jobs - 53346- Operations Associate

Operations Associate

Location :

Brussels, BELGIUM

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

06-Feb-15 (Midnight New York, USA)

Post Level :

GS-7

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Organizational Context

In contrast to the large-scale tradable minerals and hydrocarbons sector, the low-value minerals and materials sector (LVMM) has closer links with the local economy, has the potential to generate more local jobs, and therefore can have a greater impact on poverty reduction. However, its income generation potential often remains unrealized or under-realized. This is in part due to the uncertain legal and regulatory framework in which the sector operates and the lack of publicly available and easily accessible geological data, which exacerbates wasteful exploration and discourages investment in the sector. Furthermore, there can be serious social and environmental impacts associated with low-value mining, with dire consequences on health and safety of workers in this sector and surrounding communities.

The project “Capacity development of mineral institutions and of small-scale private sector operating in low-value minerals in ACP countries” (short title: “Low-value minerals project”) aims to support the implementation of the ACP Framework of Action on the

Development of Mineral Resources Sector endorsed by the ACP Committee of Ambassadors in 2011.

The project will provide capacity-building support to the small-scale private sector, associations/chambers, public institutions and social stakeholders that operate in the low value minerals and materials sector. The project will enhance the capacities of these entities to increase the sector’s productivity; better manage mining operations; adhere to national and international environmental and health standards; and prevent conflict through effective community relations.

This is a three year project, with a budget of €12.1 million (funded by the EU and UNDP) that will be implemented by UNDP.

Duties and Responsibilities

Under the overall responsibility of the Project Manager, the Operations Associate will have the following responsibilities:

Functions / Key Results Expected

Summary of Key Functions:

The Operations Associate will be responsible for providing financial, logistical, procurement and administrative support to the operations of the project:

Support to management of the Low-value minerals project, including the implementation of Country-level “sub-projects”;
Support to funds management;
Administrative support to the Project.

Support to the management of the Project focusing on the following results:

Effective management of the Project from budget management, expenditure monitoring and donor reporting;
Prepare project budgets and upload all supporting documents to ATLAS;
Prepare project budget revisions. Prepare the Annual Work Plan (AWP) to reflect new year’s budget, or any ad hoc budget increase or decrease. Submit AWP for signature with all supporting documents;
Liaise with BPPS/ROM to ensure that all budgets are sent to commitment control;
Prepare requests for Cash Transfers via (GLJE) for projects managed in HQ. Act as focal point for CO requests for Cash Transfer, review Cash request with managers, and follow-up with BPPS/ROM to ensure that Cash are issued;
Provide COA authorizations to COs or other UNDP units whenever necessary;
Provision of guidance to the executing agencies on routine implementation of projects;
Presentation of information for audit of DEX/NEX projects, supports implementation of audit recommendations;
Prepare ATLAS reports on project progress and delivery for work planning exercise purposes.

Support fund management focusing on achievement of the following results:

Support to analysis of information on donors and preparation of donor profiles;
Track and reporting on mobilized resources. Review of contributions agreement, managing contributions in Atlas;
Monitoring and computing General Management Support (GMS) fees by project and analysis and projection of Implementation Support Services (ISS) fees charged to projects;
Maintenance of the Accounts Receivables for the Project and follow-up with partners on contributions, deposits creation in Atlas and their application to AR pending items;
Support in providing timely and accurate reporting of financial statement to external governing bodies, bilateral and donors to ensure compliance of reporting requirements.

Provide administrative support to the Project focusing on achievement of the following results:

Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Atlas;
Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
Maintain and advise staff in the correct use of budget chart-fields, monitor chart-fields provided to country offices;
Support in the organization of meetings, seminars and workshops by managing logistics, drafting invitations, presentations and communication;
Preparation of Travel requests in the Atlas Travel and Expense Module. Raise Travel Requests and Expense Reports in Atlas upon traveller’s submission of supporting documents. Verify that entitlements are appropriately allocated and any payments owed by the traveller be returned to the organization. Process closure of all official business travel by creating checklists and Expense Report in the Atlas Travel and Expense Module. File all the supporting documents;
Support the preparation of documents for Project procurement of services and goods;
Forecasts needs in the office in relation to office supplies, office equipment etc.;
Provide logistics support, ensuring that office rent is allocated and paid on time and personal telephone charges are recovered from staff;
Provide support on the management of assets including data entry of assets in the Atlas Asset Module;
Provide assistance with meeting arrangements such as conference room bookings, catering and liaising with the IT specialist to ensure that the necessary phone/videoconference arrangements have been made;
Provide assistance to the team with the dissemination of publications and official;
Draft routine correspondence and communications;
Establish a proper filing system and maintain documentation in good order.

Impact of Results

As a result of the work in the areas mentioned:

UNDP rules and procedures are adhered to in implementation of the Low-value mining project;
Projects inputs are procured and funds disbursed in a timely manner and in accordance with the EU eligibility criteria;
Financial reporting is done accurately and timely;
There is a solid audit trail for all matters relating to the project;
The project team functions efficiently even from different locations.

Competencies

Core Competencies:

Demonstrates integrity by modeling the UN’s values and ethical standards;
Promotes the vision, mission, and strategic goals of UNDP;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Conscientious and efficient in meeting commitments, observing deadlines, achieving results;
Has attention to detail and is solution-oriented;
Ability to work well in teams.

Functional Competencies:

Ability to undertakes financial control and management functions;
Ability to handle travel, procurement and logistics;
Ability to use computers and relevant office software;
Knowledge of and ability to apply UNDP and EU rules and regulations is an asset.

Required Skills and Experience

Education:

Completion of Secondary Education;
University degree in finance, public administration, business administration or relevant discipline is desirable but not a requirement.

Experience:

Minimum of 7 years of relevant professional experience;
Experience in using Atlas is an advantage;
Good knowledge of budget control and financial management functions;
Past experience in procurement support;
Experience in managing EU funded projects is an asset.

Language:

God command of spoken and written English required;
Fluency in spoken and written French desired.

NB:

All posts in the GS category are subject to local recruitment. The selected candidate will be responsible for their own travel and/or relocation costs.