UN WOMEN Jobs - 53845- Operations Associate - (Open to PNG Nationals Only

Operations Associate - (Open to PNG Nationals Only)

Advertised on behalf of

UN WOMEN

Location :

Port Moresby, PAPUA NEW GUINEA

Type of Contract :

FTA Local

Starting Date :

01-May-2015

Application Deadline :

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

Post Level :

GS-7

Duration of Initial Contract :

1 year

Languages Required :

English

Expected Duration of Assignment :

1 year extendable depending on performance and budget availability

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

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Under the direct supervision of the UN Women Operations Manager, the Operations Associate provides the overall administrative support and carries out varied and inter-related operational, financial and logistical activities ensuring high quality and accuracy of work. The Operations Associate is results and client oriented producing administrative services of the highest quality in a timely and proactive fashion.

The Operations Associate works in close collaboration with the Operations, Programme and projects staff in the Country Office (CO), the Regional Office and HQs Units to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Administration and implementation of operational support services

In collaboration with the Operations Team, review the quality and timeliness of services provided by reference to corporate standards and by reference to standards/indicators established within the Office and Operations Unit;
Carry out business processes mapping and establishment of internal standard operating procedures in Finance, Human Resources Management, Procurement, logistical, and ICT services;
Support Office compliance of operations with UN/UN Women rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results;
Under the oversight of the supervisor and in collaboration with the Operations team develop an annual Work-plan for the Operations Team;
Participate in UN Operations Management Team for effectiveness, efficiency, coherence and impact of UN operational activities;
Work closely with the Regional Office and HQs on follow-up to audit recommendations and observations

Budgetary and financial administration support

Ensure full compliance with UN Women rules and regulations of financial processes, and implementation of the effective internal control framework;
Support Office Management in the budgetary planning and monitoring;
Ensure all financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures;
Review and verify accuracy and relevancy of the supporting documents for payments and financial reports;
Monitor financial exception reports for unusual activities, transactions and ensure investigation of anomalies or unusual transactions;
Manage cash receipts and petty cash and record deposits in Atlas;
Maintain up to date and accurate data in Atlas and take timely corrective actions on erroneous data;
Ensure that all supporting documents on financial transactions are secured and properly filed;
Back up the Finance Associate in the Finance User and Verifying Officer roles in ATLAS.

Human Resources Management services support

Support Office Management to ensure full compliance with corporate human resources policies and strategies;
Facilitate recruitment processes in accordance with UN women rules and regulations;
Support contract management including appropriate use of different contractual modalities;
Help ensure proper administration of staff benefits and entitlements and ensure staff is advised on request on entitlements;
Support the Office Management in the maintenance and implementation of the proper performance management and learning strategy for the office.

Procurement and Logistical services support

Ensure full compliance of procurement activities with UN/UN Women rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system;
Prepare procurement plans for the office and support their implementation monitoring;
Review of procurement processes including submissions to the Contract, Asset and Procurement Committee and Advisory Committee on Procurement;
Organize joint procurement processes for the UN Agencies in line with the UN reform;
Ensure proper management of UN Women assets, facilities and logistical services;
Identify and promote different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management systems etc.

Facilitation of knowledge building and knowledge sharing

Contribute to knowledge building and sharing with regards to management and operations within the Office;
Organize trainings for the operations/ projects staff on Operations related issues;
Synthesis of lessons learnt/best practices and sound contributions to relevant knowledge networks and communities of practices;
Sound contributions to knowledge networks and communities of practice.

Competencies

Core Values/Guiding Principles

Integrity:

Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism:

Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity:

Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff;
Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

CORE COMPETENCIES

Core competencies:

Ethics and Values:

Demonstrate and safeguard ethics and integrity

Organizational Awareness:

Demonstrate corporate knowledge and sound judgment

Development and Innovation:

Take charge of self-development and take initiative

Work in teams:

Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing:

Facilitate and encourage open communication and strive for effective communication.

Self-management and Emotional Intelligence:

Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management:

Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making:

Demonstrate informed and transparent decision making.

Functinal competencies:

Good knowledge of administrative and financial rules and regulations;
Ability to administer and execute administrative processes and transactions;
Ability to extract, interpret, analyze data and resolve operational problems;
Ability to manage business processes re-engineering, and implementation of new systems;
Ability to perform work of confidential nature and handle a large volume of work ;
Ability to support a team and team building skills, and coach and guide more junior staff;
Strong IT skills;
Ability to priorities work and to multi-task;
Focuses on result for the client and responds positively to feedback;
Ability to handle web-based management systems;
Excellent knowledge of office software packages.

Required Skills and Experience

Education:

Secondary Education;
University Degree in Business, Administration or Finance, would be desirable, but it is not a requirement.

Work Experience:

Minimum 7 years of progressively responsible experience in administration, finance, procurement, human resources or logistic support services at the national or international level;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language Requirement:

Fluency in English is required;
Knowledge of official national language essential.

Remark: This position is open for nationals of PNG only.