UNDP Jobs - 53281- Operations Assistant to DCD/Operations

Operations Assistant to DCD/Operations - (Open to Liberian Nationals Only)

Location :

Monrovia, LIBERIA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

30-Jan-15 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

One year

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

Under the guidance and supervision of the Deputy Country Director for Operations (DCD/O) and working in close coordination with the rest of the Operations teams, the Operations Assistant ensures efficient support to the DCD/O and execution of transparent and efficient operational support services and processes within the Operations Teams, and effective coordination activities with the UN Operations Working Group on all common operational issues. The Operations Assistant promotes a client-focused, quality and results-oriented approach within the Operations Teams, the CO and the UN Common System. The Operations Assistant ensures 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 on deadlines and commitments made.

The Operations Assistant works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas, and with UNDP HQs staff for information exchange, and liaise with the UN agencies in the country and ICSC Secretariat in New York as need be.

Duties and Responsibilities

Ensures effective and efficient functioning of the DCD/O office focusing on achievement of the following results:

Maintenance of the DCD/O calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
Maintenance of protocol procedures;
Preparation of high quality briefing materials for supervisor for appointments, meetings, missions;
Preparation of informal translations;
Maintenance of rosters of high-level partners, telephone lists – telephone directory of all UN agencies based in Liberia;
Preparation of correspondence, directives, comments on behalf of DCD/O for his/her signature and making follow-up when required;
Use of automated office management systems for effective functioning of the Operations Unit;
Preparation of minutes of Operations regular meetings (HoU), UN OMT meetings and ensures regular follow up with agencies on recommendations.

Ensures provision of effective communications support to the office focusing on achievement of the following results:

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 within UNDP and within the UN Operations Working Group;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to CO Management;
Screening of all incoming calls and correspondence;
Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

Provides effective support on common services and back-stopping to the various Operations teams as may be required focusing on achievement of the following results:

Support mandatory surveys under the OMT (i.e. DSA, Hardship, etc.);
Assist DCD/O to monitor the cost-recovery status, raising requisitions, and receiving goods;
Printing of snapshots from ATLAS on weekly basis;
Alternative for access and user provisioning for ATLAS; and
Other support to system related activities as required.

Ensures facilitation of knowledge building and management focusing on achievement of the following results:

Sound contributions to knowledge networks and communities of practice;
Organization of specialized trainings for support staff in the unit and the CO;
Organization of trainings to UNDP staff on operations, administration and protocol issues.

Impact of Results

The key results have an impact on the efficiency of the Operations Team. Accurate analysis and presentation of information strengthens the capacity of the Unit and promotes the image of UN/UNDP as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies

Knowledge Management and Learning

Shares knowledge and experience;
Encourages office staff to share knowledge and contribute to UNDP Practice Areas;
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the Operations Unit, including research and data collection, schedule management, maintenance of protocol, and information flow;
Confidentiality;
Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems
Ability to perform a variety of specialized activities related to operations and support services in the area of, but not limited to, procurement, contracts administration, asset management, travel and logistics, etc.;
Sound knowledge of UNDP financial rules and regulations, and the UN Staff Rules;
Ability to provide input to business processes re-engineering, implementation of new system.

Leadership and Self-Management

Focuses on result for the client;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change;
Responds positively to feedback and differing points of view.

Required Skills and Experience

Education:

Secondary Education with specialized training in office management;
University Degree in Business or Public Administration would be desirable.

Experience:

5 years of progressively responsible administrative experience is required at the national or international level;
Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web based information management systems.

Language Requirements:

Fluency (written and spoken) in English.

Important message to all applicants:

Please ensure that you include and upload a signed Personal History Form (P.11) [download form here: http://sas.undp.org/documents/P11_Personal_history_form.docx] with your application. Failure to do so may lead to delays in the screening process and ultimately will disqualify your application from being reviewed.

Please group all your documents into one (1) single PDF document as the system only allows to upload maximum one document.

In addition, be informed that this position is a local position; therefore, if selected, the candidate who have to relocate themselves to the duty station will do so at their own cost.