Background

Grounded in the vision of equality enshrined in the Charter of the United Nations, UN Women will work 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. Placing women’s rights at the center of all its efforts, UN Women will lead and coordinate United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

Under the overall guidance and supervision of the Operations Manager, the Operations Associate provides the overall administration and execution of transparent and efficient varied and inter-related operational activities such as HR services, procurement services and processes and logistical activities in the Country Office, ensuring high quality and accuracy of work.

The Operations Associate also ensures effective and efficient functioning of the UN Women Representative office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. 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

Summary of Key Functions :

1. Implementation of operational strategies
2. Provision of effective and efficient administrative support services
3. Administration and Management of Individual Contract
4. Support to supply and assets management
5. Effective administrative and financial control in the office
6. Proper common services
7. Support to knowledge building and knowledge sharing

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

• Full compliance of administrative activities with UN/UN Women rules, regulations, policies and strategies.
• Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
• Preparation of administrative team results-oriented workplans.
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

2.  Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

• Coordination and supervision of support staff engaged in the fields of administration, registry, general services, receptionist, driver etc.
• Coordination and supervision of  shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies.
• Presentation of thoroughly researched information for planning of financial resources for administrative services
• Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
• Submission of information on administrative services provided for cost-recovery bills

3.   Provides support to proper supply and assets management, focusing on achievement of the following result:

• Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
• Coordination of the provision of reliable and quality office supplies

4.   Ensures effective administrative and financial control in the office, focusing on achievement of the following results:

• Organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
• Performance of a Buyer role in Atlas and preparation of POs for all activities.
• 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 POs.
• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
• Administrative support to conferences, workshops, retreats.
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Atlas;
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Assistance in the preparation of budget, provision of information for audit.
• Review for quality assurance of travel authorizations, documentation, payments
• Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
• Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Atlas;

5. Provides HR services and ensures proper staff performance management and career development focusing on achievement of the following results:

• Implementation of recruitment processes including drafting job description, vacancy announcement, screening of candidates, participation in interview panels act as Secretary in interview panels for FTA positions;  Provision of advice on recruitment in UN Women projects.
• Maintenance of FTA, SC personal folders ensuring safekeeping of confidential materials.
• Ensures that staff and SCs COA is updated information, setting up vendor, performing the functions of Admin.HR, Position Administrator and Absence Processor in Atlas. Preparation of contracts (fixed-term, ALD, SSAs, SCs) and recurring Pos in Atlas. Timely follow up with Finance staff on Global payroll issues.
• Maintenance of the CO staffing table.
• Preparation  or  review  of  submissions  to  the  Local Compliance  Review  Panels  for  local  FTA positions.
• Maintenance of the rosters including e-rosters.
• Provision of background information and maintenance of the related data;
• Facilitation of the performance appraisal process and maintenance of the related data ensuring all assessments are completed on time;
• Participation  in  preparation  of  the  Whole  Office  Learning  plan  and  individual  learning  plans  in consultation with the Senior Management
• Validation of cost-recovery charges in Atlas for HR services provided by UNDP to other Agencies

6. Ensures effective and efficient functioning of the Representative office and effective communication support to the Office focusing on achievement of the following results:

• Support in the maintenance of the Representative’s calendar, contacts with high-ranking visitors,   arrangement of appointments and meetings;
• Maintenance of protocol procedures;
• Management of Representative missions and representation schedule;
• Maintenance of rosters of high-level partners, telephone lists.
• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
• Coordination of the information flow in the office, follow up on circulation files.
• Facilitation of information sharing between UNCT and the UN Coordination Unit.

7. Ensures proper common services  focusing on achievement of the following results:

• Maintenance of common services to ensure integrated activities on common services and implementation of the UN reform.
• Proper planning and tracking of common services budget and of Agencies contributions to the common services account.

8. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Organization of training for the operations/projects staff on administration.
• Briefing to staff members on general administrative matters; provision of advice and administrative support.
• Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UN/UN Women as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Functional Competencies:         

Building Strategic Partnerships

Level 1.1: 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

Level 1.1: 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

Level 1.1: 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

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
• Provides inputs to the development of simple system components
• 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
• 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

Level 1.1:  Gathering and disseminating information

1. Gathers and disseminates information on best practice in accountability and results-based management systems
2. Prepares timely inputs to reports
3. 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

Required Skills and Experience

Education:

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

Experience:

• 6 years of progressively responsible administrative experience in administration support service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language Requirements:

• Fluency in the UN and national language of the duty station

Application Procedure:

Qualified candidates are requested to apply online via the UNDP Albania Jobs website:  http://www.undp.org.al/index.php?page=bus_center/vacancies under current vacancies - online application. Applications should contain:

• Cover letter stating your interest in and qualifications for the advertised position. Please paste the letter into the "Resume and Motivation" section of the online application.
• Upload completed and signed UN Women Personal History Form to be downloaded in the link http://www.unwomen.org/en/about-us/employment

Incomplete applications will not be considered. Please make sure you have provided all requested documents.

Only shortlisted candidates will be notified.

UN Women 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.