UNDP Jobs - 55921- Operations Associate - Only for Angolan Citizens a

Operations Associate - Only for Angolan Citizens and Residents of Angola

Location :

Luanda, ANGOLA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

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

Post Level :

SB-3

Duration of Initial Contract :

Languages Required :

English Portuguese

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

Under the overall guidance and supervision of the Operations Analyst, the Operations Associate provides the overall administration and execution of varied and inter-related operational, administrative, IT and logistical support activities in the CO, ensuring high quality and accuracy of work. The Operations Associate promotes a client, quality and results-oriented approach.

The Operations Associate works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Ensures implementation of operational strategies focusing on achievement of the following results:

Full compliance with UN/UNDP rules, regulations, and policies of procurement, administration and ICT activities, and relevant reporting systems system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented operational support systems;
Provision of support to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement, Administration and Logistics in consultation with the direct supervisor and office management.
Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.
Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs);
Collaboration in the preparation of administrative team results-oriented workplans;
Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

Supports procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

Provision of inputs to preparation of procurement plans for the office;
Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. Buyers profile in Atlas;
Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.

Contributes to implementation of sourcing strategy focusing on achievement of the following result:

Update of the rosters of suppliers;
Prepares vendor profiles and maintain all procurement files;
Prepares upon request procurement reports and conducts hardcopy and virtual online research to validate or assist in the clearance of potential vendors

Provides administrative support to ICT and network administration focusing on achievement of the following results:

Assistance in trouble-shooting and monitoring of network problems;
Report and coordinates response to user needs and questions regarding network access;
Assistance in backup and restoration procedures for local drives. Maintenance of backup logs. Assistance to organization of off-site storage of backups;
Maintenance of an up-to-date inventory of software and hardware;
Maintenance of a library of ICT related reference materials;
Maintenance of the inventory and stock of supplies and spare parts in cooperation with the Procurement Unit;
Maintenance of the filing system ensuring safekeeping of confidential materials;
Support to provision of ICT support to key events.

Supports proper control of CO Assets focusing on achievement of the following result:

Preparation of inventory reports;
Implementation of Inventory and physical verification check-up in the CO and projects;
Coordination of support by temporary staff related to inventory management.

Ensures provision of logistical services focusing on achievement of the following results:

Purchase of tickets and PO preparation; arrangement of shipments; vehicle maintenance organization; conference facilities arrangements;
Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys;
Supports security and protocol matters of visitors in the CO.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Participation in the trainings for the operations/ projects staff on different operational topics;
Assists in the preparation of facilitation tools for training and knowledge sharing.

Competencies

Functional Competencies:

Building Strategic Partnerships:
Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives;
Maintains databases of donor information.

Promoting Organizational Learning and Knowledge Sharing:
Basic research and analysis

Researches best practices and poses new, more effective ways of doing things;
Documents innovative strategies and new approaches;
Identifies and communicates opportunities to promote learning and knowledge sharing.

Job Knowledge/Technical Expertise:
Fundamental knowledge of processes, methods and procedures

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;
Identifies new and better approaches to work processes and incorporates same in own work;
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:
Presentation of information on best practices in organizational change

Documents ‘best practices’ in organizational change and development within and outside the UN system;
Demonstrates ability to identify problems and proposes solutions;
Design and Implementation of Management Systems;
Data gathering 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:
Maintains effective client relationships

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:
Gathering and disseminating information

Gathers and disseminates information on best practice in accountability and results-based management systems;
Prepares timely inputs to reports;
Maintains databases.

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;
UNDP Procurement Certification programme.

Required Skills and Experience

Education:

Secondary education;
Certification in Administration;
University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience:

6 years of relevant experience in administration or programme support service in UN system or governmental entity;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in handling of web-based management systems.

Language:

Fluency in Portuguese and English.