UNDP Jobs - 59572- Operations Associate

Operations Associate

Location :

Istanbul, TURKEY

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

11-Sep-15 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

1 year with possibility of extension

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

UNDP’s Regional Centre for Europe and the CIS is UNDP`s advisory hub for the Europe and CIS region tasked with the responsibility to provide policy and programmatic support to UNDP´s development activities in the region. Throughout UNDP´s focus areas, it works towards increasing the impact of UNDP´s activities in the region by assisting Country Offices in development of country-level initiatives through advisory services and technical support and by implementing regional-level projects in partnership with a wide range of partners supported to a global network of expertise. Under the leadership of the Manager, the RBEC Regional Centre employs will a multi-disciplinary team of specialists and advisors, project managers, operations and programme support staff. Under the guidance and supervision of Operations Analyst, the Operations Associate ensures effective execution of operational services, contributes to the work of the system of common premises/services, various operational processes in IRH and transparent utilization of financial resources. Operations Associate promotes a client-oriented approach consistent with UNDP rules and regulations. Operations Associate works in close collaboration with the operations, programme and projects’ staff in the IRH, other COs and with UNDP HQs staff for resolving operational-related issues and information exchange.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operation management strategies
Management of Cost-recovery system and Common Services
Operational support to the Project Support Offices (PSOs)
Support to Asset Management and Admin
Facilitation of knowledge building and knowledge sharing

1. Ensures implementation of operation management strategies, adapts processes and procedures focusing on achievement of the following results:

Full compliance with POPP, UN/UNDP rules and regulations of operational and financial processes, records and reports and audit follow up;
Implementation of the effective internal control framework;
Review of dashboards and various performance indicators of various operations team in the IRH and work out recommendations to the management on possible optimization/improvements.

2. Ensures proper management of Cost-recovery system and Common Services focusing on achievement of the following results:

Monitoring of budgets and funds status for UNDP management projects and preparing necessary budget revisions;
Managing common services including setting up the budgets, following on proper Chart of Accounts with program and operations staff, entering the entries, maintain the database, tracking the contributions to the common services account, preparing the necessary financial overviews;
Managing Direct project costs including following up regularly with operations staff on input, preparing the entries, maintaining proper track record of charges, following on budget exceptions with program staff;
Ensuring proper cost recovery set up mechanism of the non-core funded projects.

3. Provides operational support to the Project Support Offices (Russia, Romania, Croatia, Cyprus, etc.) focusing on achievement of the following results:

Reviewing the entered vendor data, checking the bank information, providing the advice on how to correctly set them up;
Preparing the Bank Reconciliation of the accounts by maintaining zero to be investigated, timely following up on any differences with PSO;
Proper control of the supporting documents for payments and preparation of all types of vouchers;
Proper receipting of goods and services and establishment of accruals;
Support with timely accounts closure (monthly, quarterly and annual), cleaning of accounts, etc.;
Support with Asset Management;
Timely review of cash position on local RON account in Project office in Romania and preparation of deals;
Provides support with financial closure of projects;
Provides support to any other operations task assigned by the supervisor.

4. Ensures proper Support to Asset Management and Admin matters in the IRH focusing on achievement of the following results:

Coordination of assets management in the IRH, timely preparation and submission of periodic inventory and asset reports;
Utilization of the ATLAS Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” item, in accordance with UNDP’s policies and procedures and in compliance with IPSAS;
Prepares Asset Transfer Forms and follow up with GSSC;
Support to the management on physical assets disposal. Review of assets and recommendation of physical assets for disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals. Oversight of disposal of items and accuracy of inventory data;
Assist in the reconstruction of annual physical inventory verification exercise to ensure accuracy of records and location of property. Ensure that managers sign off on the physical count and correctness of the inventory system database;
Preparation , certification and timely submission of inventory and assets reports;
Identification of problem areas in the inventory system, input and conversion of data entered into the system and maintenance of the system and corrective actions taken to ensure reliability of information retrieved from the system;
Providing admin support if required.

5. Ensures facilitation of knowledge building and knowledge sharing in the IRH focusing on achievement of the following results:

Organization of trainings for the operations/ projects staff on operational matters;
Synthesis of lessons learnt and best practices in financial management;
Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the overall execution of the Istanbul Regional Hub operational services and success in implementation of operational strategies. Accurate analysis and presentation of financial and asset information ensures proper financial processes in the Istanbul Regional Hub.

Competencies

Functional Competencies:

Building Partnerships
Level 1.1: Maintaining information and databases

Tracks and reports on mobilized resources

Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis

Researches best practices and poses new, more effective ways of doing things
Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position
Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting).
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
Level 1.1: 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
Level 1.1: Data gathering and implementation of management systems

Uses information/databases/other management systems
Makes recommendations related to work procedures and implementation of management systems

Client Orientation
Level 1.1: 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
Responds to client needs promptly

Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information

Maintains databases

Core Competencies:

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:

Secondary Education required;
Specialized certification in Accounting and Finance would be an asset.
University Degree in Finance, Business or Public Administration desirable, but it is not a requirement;
Qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.

Experience:

6 years of experience in administration/project management/finance areas is required;
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 and ERP financials, preferably PeopleSoft;
Knowledge of IPSAS and/or IFRS would be an asset.

Language Requirements:

Fluency in English and Turkish.