UNDP Jobs - 64778- Operations Assistant

Operations Assistant

Location :

Harare, ZIMBABWE

Type of Contract :

UNV

Starting Date :

11-Apr-2016

Application Deadline :

10-Mar-16 (Midnight New York, USA)

Post Level :

UNV

Duration of Initial Contract :

12 months

Languages Required :

English

Expected Duration of Assignment :

12 months

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 guidance and supervision of the Adminstration Associate (primary reporting line) in matrix management with the Deputy Country Director Operations, the Operations Assistant will provide support and assistance to each operational unit as at when necessary, with weekly schedule of support function. The Operations Assistant will be substantiave support function to finance, Procurement and Human resources units, assist to facilitate efficient procurement and logistical services, provision of ICT and other administrative services assistance. The incumbent will assist with modalities of ensuring policies and methods to maximize the Operations unit performance in demonstrating capacity for innovation and creativity and providing support to the Adminstrative Associate.

The Operations Assistant would assist in the operationalisation of CO Operations Team and fosters collaboration within the team and with other UN Agencies consistent with rules and a client-oriented approach.

Duties and Responsibilities

Under the direct supervision of the Administrative Associate, the national UN Volunteer will undertake the following tasks:

Human Resources:

Filing of documents to ensure they are in line with audit requirements and best practice;
Reviewing the integrity of documents in the HR unit to in line with audit requirements;
Assist in e archiving ofHuman Resource documents;
Support to staff members and their dependents by processing requests for visas, accreditation cards cards and other documents in accordance with requirements of the UNDP and national government;
Processing MORSS for international staff;
Drafting confirmations of employment as requested by staff;
Providing administrative support to staff during learning sessions and retreats.

Procurement:

Filing of documents to ensure they are in line with audit requirements and best practice;
Reviewing the integrity of documents in the Procurement unit to in line with audit requirements;
Assist in e archiving ofprocurement documents;
Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management;
Update of the rosters of suppliers.

Administration and Logistics:

Filing of documents to ensure they are in line with audit requirements and best practice;
Reviewing the integrity of documents in the Administration unit to in line with audit requirements;
Assist in e archiving ofAdministration documents;
Full compliance of administrative activities with UNDP rules, regulations, policies and strategies;
Provision of inputs to preparation of administrative team results-oriented workplans. Administrative support to organization of conferences, workshops, retreats;
Collection of information on assets management, maintenance of records and files on assets management;
Preparation of inventory reports. Implementation of Inventory and physical verification check-up in the CO and projects.

Finance:

Filing of documents to ensure they are in line with audit requirements and best practice;
Reviewing the integrity of documents in the Administration unit to in line with audit requirements;
Assist in e archiving ofFinance documents.

Competencies

Leadership:

Ability to persuade others to follow.

Innovation:

Ability to make new and useful ideas work.

People management:

Ability to improve performance and satisfaction.

Communication:

Ability to listen, adapt, persuade and transform.

Delivery:

Ability to get things done.

Functional Competencies:

Knowledge and Learning Management:

Demonstrate corporate knowledge and sound judgment;
Shares knowledge and experience from within and outside UNDP.

Development and Operational Effectiveness:

Self-development, initiative-taking;
Acting as a team player and facilitating team work.

Management and Leadership:

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, with specialized certification in Human Resources or Administration.

Experience:

4 years of relevant human resources and administration experience at national level is required;
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language:

Fluent in English.