Historique

As one of the original eight pilot countries for the UN Reform initiative Delivering as One, Tanzania is a global leader in advancing reforms of the UN system, with a view to support accelerated harmonization in implementation practices, coherence in programming, and alignment with national systems, intended to produce a reduction in transaction costs and enhanced development impact.

Deepening reform will require new and even more innovative ways for the UN agencies to work together. Programme planning, resource mobilization, evaluation, and review activities will be done collaboratively. There will be increased harmonization of UN policies, procedures and tools, possibly leading towards the establishment of a One UN Operations Team.

Under the overall guidance of the Deputy Country Director (Operations), the Operations Associate ensures execution of transparent and efficient operational support services and processes within the Operations Team and in the CO, and effective coordination activities on all common operational issues.      The Operations Associate promotes a client-focused, quality and results-oriented approach with the Operations Unit, the CO and the UN Common Systems and ensures timely provision of quality services and support to UNDP staff and other partners (UN Agencies and government). The Operations Associate also ensure effective and efficient functioning of the  office of the DCD (O), full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up and deadlines and commitments made.

The Operations Associate works in close collaboration with the operations, programme and projects staff in the CO, UNDP HQ staff and ICSC Secretariat in New York when necessary to exchange information and ensure service delivery.

Devoirs et responsabilités

• Implementation of operational strategies;
• Efficient operational support;
• Logistical support to UN Common services;
• Support to effective and efficient functioning of the HR Unit;
• Support to knowledge building and knowledge sharing.

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

• Support to the Deputy Country Director (Operations) to ensure full compliance of with UN/UNDP rules, regulations, policies and strategies;
• Provision of inputs to the CO processes mapping and internal standard operating procedures (SOPs);
• Support in preparation of plans.

 Ensures operational  support to the DCD (Operations) focusing on achievement of the following results:

• Maintains the diary/calendar of the DCD (Operations), contacts with high-ranking visitors, arrangement of appointments and meetings and maintenance of protocol procedures;
• Receives and screens mails, drafts correspondence relating to operations (e.g. introduction letters to open account at the Bank etc), compile materials for meetings/missions and works with the DCD (O) on assignments from the office;
• Serves as Secretary to Operations meetings.Makes follow-up on deliberations so as to meet deadlines;
• Use of automated office management and filing/e-documentation systems for the effective functioning of the office of the DCD (O);
• Screen telephone calls, correspondences and visitors both from within and outside the country and responds to routine matters;
• Provide logistical support to office retreats/workshop;
• Facilitation of information sharing within UNDP and within the UN Operations Management Team;
• Coordination of information and follow up;
• Keeping abreast of new corporate operations initiatives and ensuring that the CO remains current and updated on latest corporate standards, application of new guidelines and instructions.

 Ensures logistical support to UN Common services focusing on achievement of the following results:

• Gather data, compile and prepare the UN Directory from all UN staff in Tanzania.  Arranges distribution to UN Agencies and other relevant institutions;
• Participate actively in the following UN administrative coordination exercises: Local Salary Survey; Cost of Living Survey, Place to Place Survey; Hardship Review; Housing Survey and other surveys to ensure timely submission for review;
• Process the renewal of blue UN Laissez Passers and UN Family certificates and charging cost recovery in Atlas;
• Maintain close contact with relevant Government officials to ensure application of privileges and immunities for all relevant UN Staff and their eligible dependents;
• Assist in overall monitoring of CO performance through Atlas dashboards and bring to supervisor’s attention areas requiring attention;
• As Assistant Language Proficiency Administrator, liaise with other agencies to register candidates for the LPE exams and make all logistical arrangements for doing the examinations.

Support to effective and efficient functioning  of the HR Unit  focusing on the    achievements of the following results:

• Work with the HR Unit in all processes including drafting of job descriptions, vacancy announcements, compiling matrixes of shortlisted candidates, performing functions of a secretary in interview panels, clean up queries in Atlas;
• Enter requisitions in Atlas/ requests for payment from Human Resources Unit;
• Input and tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Atlas;
• Provision of information on benefits/entitlements to the International Staff and Experts;
• Maintenance of the rosters including e-rosters;
• Full compliance of records and reports with UN rules, regulations, UNDP policies, procedures and strategies; effective implementation of the internal control framework;
• Provide support in the RCA processing ensuring proper and timely submission;
• Prepare documents for issuance of Identification Cards for all UNDP and Non-Resident Agencies staff members, dependents, consultants and service contract holders.Verify documents for new appointments and extension of contracts.

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

• Training of staff on the administrative procedures;
• Briefing/debriefing of staff members on issues relating to area of work;
• Sound contributions to knowledge networks and communities of practice.

Compétences

• 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.

Qualifications et expériences requises

Education:

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

Experience:

• Six years of relevant experience in administration or programme support service;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in handling of web-based management systems;
• UNDP Procurement Certification programme required.

Language Requirement:

• Fluency in English;
• Knowledge of Kiswahili language an added advantage.