UNDP Jobs - 54255- Operations Associate - (Open to Kenyan Nationals O

Operations Associate - (Open to Kenyan Nationals Only)

Location :

Nairobi, KENYA

Type of Contract :

FTA Local

Starting Date :

05-Apr-2015

Application Deadline :

13-Mar-15 (Midnight New York, USA)

Post Level :

GS-7

Duration of Initial Contract :

one (1) year

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

The Bureau for Policy and Programme Support (BPPS) has corporate responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan. BPPS’s staff provides technical advice to Country Offices; advocates UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-private dialogues, government and civil society dialogue initiatives, South-South and Triangular cooperation initiatives and engages in UN inter-agency coordination in specific thematic areas. BPPS works closely with UNDP’s Crisis Response Unit (CRU) to support emergency and crisis response. BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results based management and performance monitoring with more effective and new ways of working. BPPS supports UNDP and partners to provide high quality, technical support to UNDP Country offices for the design, implementation, monitoring and evaluation of programme support activities.

The Nairobi-based Global Policy Centre (GPC) is one of the six UNDP Global Policy Centres. The Centre is currently responsible for supporting sustainable and inclusive development in the drylands, including the implementation of the UN Convention to Combat Desertification (UNCCD). In order to better deliver on the UNDP Strategic Plan for 2014-2017, it is envisaged to expand the mandate of the Centre. The Centre will focus on strengthening the linkages between environmental sustainability and human development and resilience, and will particularly contribute to improving the sustainable management of national capital (Biodiversity, land and ecosystem services as well as renewable resources) in support of expanded employment and livelihoods opportunities. It will also contribute to UNDP’s resilience agenda based on the long track record of the Centre in drylands/drought resilience.

Under the guidance and direct supervision of the Director, and in coordination with the BPPS/Resources and Operations Management Team (ROM), the Operations Associate provides support to the GPC with regard to operations in the assigned portfolio, supporting effective and transparent utilization of resources and integrity of services. The Operations Associate promotes a client-oriented approach consistent with UNDP rules and regulations.

Summary of key functions:

Administration and Implementation of operational strategies and policies;
Support to project and financial managementfor the Centre;
Provision of effective and efficient operational and administrative support services.

Duties and Responsibilities

Provides support to administration and implementation of operational strategies and policies:

Compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring achievement of results;
Support in elaboration of strategies, policies and plans affecting delivery of policy advisory and programme support services;
Preparation of the operations team results-oriented work plans while elaborating proposals and implementation of cost saving and reduction strategies in consultations with the GPC Director.
In collaboration with the programme and operations teams, provide support to business improvement and business processes mapping and provision of advice in compliance with established Internal Standard Operating Procedures in Finance, Human Resources Management, Procurement, Logistical and ICT services, Results Management;
Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risks.

Provides effective support to project and financial management for the Centre and it’s initiatives focusing on the achievement of the following results:

Presentation of thoroughly researched information for formulation of programmes, preparation of project documents’ drafts, work plans, budget, proposals on implementation;
Support in formulation and implementation of global programmes and projects, focusing especially on execution modalities, management arrangements, implementation capacities and other operational aspects;
Quality control in the preparation, submission and approval of project documents, revisions and budgets;
Implementation of the control mechanism for development projects through monitoring budgets preparation and modifications, budgetary status versus ASL, follow-up with HQs on ASL for development projects, tracking and maintenance of the General Ledger for the Centre;
Support to collaborative arrangements with partners in line with applicable UNDP regulations and rules, including but not limited to memoranda of understanding, letters of agreement, grant agreements etc.
Support to capacity assessments and capacity building of implementing partners;
Effective support to the GPC on set up of management and development work plans on corporate platforms;
Maintenance of the Accounts Receivable for UNDP projects and follow up with partners on contributions in close liaison with BPPS/ROM;
Follow up on performance indicators/success criteria, targets and milestones, preparation of reports and undertake quality control checks of the same;
Analysis of the situation in programme, identification of operational and financial problems, development of solutions;
Preparation for audit of on-going projects, implementation of audit recommendations.

Provides effective and efficient operational and administrative support services:

Proper control and validation of supporting documents for payments, review of on-going projects Financial Reports;
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;
Proper control and management of Project Cash Advances and petty cash including raising and clearing advances, review of reconciliations and replenishment;
Collaborative arrangements with BPPS/ROM, UNDP Kenya and procurement teams, to ensure effective delivery of HR and procurement services in compliance with corporate regulations and rules;
Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system;
Preparation of procurement plans and their implementation and monitoring;
Lead in the establishment and maintenance of filing and archiving systems in line with the established standards of BPPS;
Organization of logistics for programme related conferences, workshop, meetings and conference facilities arrangements;
Maintenance of GPC’s cost recovery mechanisms by validating and settling cost-recovery bills and common service invoices while apportioning costs to the respective projects/programmes;
Coordination of assets management in the GPC, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items in liaison with BPPS/ROM;
Coordination of the provision of reliable and quality office supplies, support with protocol matters, registration of staff, coordination with local authorities on space and other administrative matters.

Facilitates knowledge building and knowledge sharing

Knowledge building and sharing with regards to management and operations;
Organization of the operations staff trainings;
Synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks;
First entry point for interpretation of all operational matters and sharing with other staff in the assigned portfolio.

Competencies

Core:

Innovation

Ability to make new and useful ideas work; Execute & Learn (Perform defined tasks).

Leadership

Ability to persuade others to follow; Execute & Learn (Perform defined tasks.

People Management

Ability to improve performance and satisfaction; Execute & Learn (Perform defined tasks)

Communication

Ability to listen, adapt, persuade and transform; Apply & Adapt (Recognized contributor with demonstrated ability)

Delivery

Ability to get things done; Apply & Adapt (Recognized contributor with demonstrated ability)

Technical/Functional:

Primary:

UN System

Knowledge of the UN System and ability to apply to strategic and/or practical situations; Apply & Adapt (Recognized contributor with demonstrated ability)

Operational Efficiency

Ability to identify and execute opportunities to improve operational efficiency; Apply & Adapt (Recognized contributor with demonstrated ability)

Procurement

Ability to acquire goods, services or works from an outside external source; Apply & Adapt (Recognized contributor with demonstrated ability)

Financial Management

Ability to create a process to achieve financial goals; Execute & Learn (Perform defined tasks)

Financial Planning and Budgeting

Ability to create and manage processes to achieve UNDP's long and short-term financial goals; Execute & Learn (Perform defined tasks)

Results-based Management

Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results; Apply & Adapt (Recognized contributor with demonstrated ability)

Secondary:

Knowledge Management

Ability to efficiently handle and share information and knowledge; Apply & Adapt (Recognized contributor with demonstrated ability)

Quality Assurance

Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled; Apply & Adapt (Recognized contributor with demonstrated ability

Required Skills and Experience

Education:

Secondary Education with specialized certification in Accounting and/or Finance;
University degree or equivalent in Operations, Business Administration/Management or related fields essential.

Experience:

7 years of progressively responsible experience in operations management, programme/financial support required at 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 PeopleSoft web based management systems;
Knowledge of IPSAS and Atlas would be desirable;
Previous working experience in finance and operational matters in UNDP or the UN system is an advantage.

Language Requirements:

Fluency in English, both oral and written, is required;
Working knowledge of other UN official languages is a an asset.

Other

Successful completion of UNDP Accountancy and Finance Test (UNDP/AFT) will be required for all candidates during the recruitment process.