Admin/Operation Associate


Location : New York, UNITED STATES OF AMERICA
Application Deadline :24-Jun-22 (Midnight New York, USA)
Additional Category :Crisis Response
Type of Contract :NPSA (Regular)
Post Level :NPSA-6
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
15-Jul-2022
Duration of Initial Contract :6 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

UNDP’s Crisis Bureau (CB) has corporate responsibility for UNDP’s corporate crisis-related work and driving UNDP’s vision and priorities for crisis prevention, response, and recovery, to support the strategic results, outcomes, and outputs of UNDP's Strategic Plan.  CB teams provide technical advice to Country Offices; advocate UNDP corporate messages; represent UNDP as required, including at multi-stakeholder fora, public-private, and government-civil society dialogue initiatives; promote and support South-South and Triangular cooperation initiatives; and engage in UN interagency coordination in the areas of work the Strategic Plan – building resilience to shocks and crises, to safeguard development gains.

Together with the Bureau for Policy and Programme Support (BPPS), the CB forms the Global Policy Network (GPN), a network of global experts and practitioners providing timely development advice, delivering support to Country Offices and programme countries in a coherent manner to connect countries to the world of knowledge, resources, and networks of best practice they need to achieve development breakthroughs.

Within the CB, the Conflict Prevention, Peacebuilding and Responsive Institutions (CPPRI) team works on the integration of governance, conflict prevention and peacebuilding interventions.  The CPPRI team leads and coordinates UNDP's corporate, global approach on how to prevent violent extremism (PVE) from a development perspective.

The Administration and Operations Assistant under the direct supervision and guidance of the Programme Associate will provide support to CPPRI as follows:


Duties and Responsibilities

Summary of Key Functions

  • Delivery of client-oriented operations support
  • Provision of administrative services.
  • Implementation of human resources, Administrative, Finance, procurement and operations processes.
  • Facilitation of knowledge building and knowledge sharing.

Client service

  • Delivers solutions-focused, client-oriented operations services as demonstrated through consistent positive feedback received from internal and external clients for operational services delivered.
  • Executes the unit’s operational activities in accordance with the Internal Control Framework issued by the Executive Coordinator within the context of UNDP’s regulatory framework (such as the Financial Regulations and Rules and the UNDP Programme and Operations Policy and Procedure Manual).
  • Maintains the professionalism of the operations unit by implementing all activities in an orderly and time sensitive manner and meeting the needs of clients

Provides Administrative support services to the Climate Security Mechanism and Crisis and Fragility Policy and Engagement Team

  • Ensures organization of travel and logistic services focusing on achievement of the following results:
  • Acts as the focal point for travel within the Unit, including knowledge leader on the various travel policies and processes including approvals, entitlements, travel route and hotel arrangement. Organizes travel including purchase of tickets, DSA calculation, and relevant approvals, conference facility or hotel arrangements within the lead times established by the Bureau for Management Services. 
  • Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices.
  • Processing requests for visas and applications and renewal of UNLPs for UN staff.
  • Administration of F10s and reconciliation of settlements to be paid.
  • Acts as the administrative arranger for the Units administration needs, including collaboration with ASD and IT such as:
  • completion of maintenance and “PS” support requests, office moves or space changes or any other requests involving ASD; requests IT service needs and troubleshoots issues
  • Works with teams for requests related to space access, reproduction and documents management, orders for supplies, maintenance of the unit’s non-asset register and asset inspections
  • Receipts delivery of items but does not execute corporate credit card transactions.
  • Provides other administrative services as required.

Provides Procurement Support services

  • Acts as the Procurement focal point and prepares the procurement plan for both teams
  • Organizes procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations; develops submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
  • Review specifications and terms of references of consultancies to ensure completeness, accuracy and compliance with quality standards.
  • Organization of recruitment processes of IC contracts/Institutional contracts including assisting with drafting TOR, vacancy announcement, screening of candidates, participation in interview panels. Provision of advice on IC management in UNDP projects.
  • Works with all CPPRI teams in maintaining rosters and researching existing Long-Term Arrangements within the UN system.
  • Monitoring and tracking of all transactions related to IC payments.
  • Prepares e-requisitions for budget approval. Works with both teams for the creation and approval of purchase orders and contracts in and outside Atlas. 
  • Provides input to the Heads of the Unit to enable them to manage their contracts. 
  • Provides administrative oversight of the payment processing process for all PO and non-PO transactions, ensuring they are receipted and paid.

Implements solution-focused HR services to Climate Security Mechanism and the Crisis and Fragility Policy and Engagement Team:

  • Provides accurate and timely information management services.
  • Facilitates HR processes for recruitment, such as drafting job descriptions, vacancy announcements, long listing, coordinating and facilitating any panel interviews and ensuring accurate submissions prior to submission to the review body where required. 
  • Provision of information on benefits/entitlements to staff.
  • Focal point for the on-boarding schedule; ensures staff are provided with all office tools to facilitate rapid start-up of their work. Facilitates on-boarding including scheduling. Provides an in-person introduction to the mandatory courses and HR portal tools that the s/m will need, along with PMD and training deadlines.
  • Generates reports on the current HR performance management process and mandatory training course completion and monitors timely completion by staff.
  • Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
  • Organization of trainings for the operations/ projects staff on Procurement.
  • Synthesis of lessons learnt and best practices in Procurement.
  • Sound contributions to knowledge networks and communities of practice

 


Competencies

Client Service

  • Ability to engage with clients and provide responsive, high-quality services to achieve client satisfaction Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
  • Operations
  • Knowledge of the technical support functions normally undertaken by an operations team in HR, Finance, administration, and procurement to facilitate the achievement of office objectives
  • Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Team Building

  • Ability to work effectively with diverse groups of colleagues across departments towards common goals Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work


Required Skills and Experience

Education:

Completed Secondary Education is required University Degree in Management or Business Administration or equivalent is desirable, but not a requirement.

Experience:

  • Minimum 6 years’ experience working in an operations function at the national or international level
  • Demonstrated ability to cover different areas of operations, namely administration, travel, procurement, human resources and an understanding of the impact of operations on finances;
  • Demonstrated performance in delivering solutions-oriented client service that meets the needs of the clients; 
  • Experience in the use of computers applications and software packages (MS Word, Excel, etc.) as well as web-based management systems.

Language Requirements:

.. Fluency in English 

 


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