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 assistant 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 in 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;
• Capturing the inputs and revisions provided by the Procurement Analyst or DCD-O to the CO Procurement business processes mapping and Standard Operating Procedures (SOPs) in Procurement and Logistics.

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;
• Administrative support to organization of conferences, workshops, retreats;
• Conduct physical inventory of assets management at least quarterly and, reconciliation with the Asset In Service Report to identify discrepancies and timely reporting to Asset Focal Point, Asset Manager and DCD-O.

Finance:

• 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 the Organization.

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 administrative experience at national level is required;
• Experience in the usage of computers, office software packages (MS word,excel etc) and knowledge of spreadsheets and database packages;
• Experience in handling web based management systems.

Language:

• Fluent in spoken and written English.