Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Under the direct supervision of the Country Programme Coordinator in Cambodia, the Operations Associate carries out varied and inter-related operational, financial and logistical activities ensuring high quality and accuracy of work. The Operations Associate is results and client oriented producing administrative services of the highest quality in a timely and proactive fashion.

Duties and Responsibilities

1. Provide administration and operations support to the Cambodia Office in accordance with UN Women rules and regulations and policies and strategies
• Contribute to an annual workplan for the Operations Team and monitor the implementation and monitoring;
• Participate in review meetings and provide support to the assessment of the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
• Provide technical support and guidance to colleagues on operational issues;
• Ensure a continuous and up-to-date flow of information between the CO and the RO as needed;
• Coordinate the pre-audit preparations for the CO to be audit ready and complete the pre-audit checklist;
• Prepare for internal and external audits and coordinating implementation of audit action plan by drafting periodic status update reports and collating supporting documents.

2. Coordinate and administer procurement processes in accordance with UN Women rules and regulations and corporate policies and strategies 
• Provide inputs to the preparation of procurement plans for the office and monitor their implementation; 
• Generate procurement related reports; research and draft responses to enquiries; 
• Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services; 
• Organize procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders; 
• Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required; 
• Prepare Purchase Orders (PO) and contracts in and outside Atlas, create vendor profiles in Atlas;  
• Review procurement processes conducted by projects; submissions to the Procurement Review Committee;
• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution; 
• Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items.  

3. Administer and coordinate Human Resources services in accordance with UN Women rules and regulations and corporate policies and strategies 
• Create and upload vacancy announcements and organize interview panels; 
• Maintain staffing lists and reports; 
• Assume overall responsibility for attendance and leave management monitoring; 
• Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements); 
• Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Operations Manager. 

4. Contribute to knowledge sharing 
• Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters; 
• Compile lessons learnt and best practices in administration, procurement, and human resources. 

Key Performance Indicators
• All services are provided in compliance with UN Women rules, regulations and policies;
• Timely and accurate implementation of procurement processes;
• Timely and accurate implementation of HR processes;
• Provide timely and quality advice to clients; 
• Timely and quality reports.

Competencies

Core Values:
• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:
• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional Competencies:
• Ability to administer and execute administrative and procurement processes and transactions
• Ability to perform work of confidential nature and handle a large volume of work
• Strong knowledge of administrative rules and regulations
• Strong IT and web based management skills
• Ability to extract and interpret data
• Ability to priorities work and to multi-task

Please visit https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf for more details on UN Women Values and Competencies Framework.

Required Skills and Experience

Education and certification:
• Secondary Education;
• University Degree in Business, Administration and Finance, would be desirable.

Experience:
• At least 6 years of progressively responsible experience in administration, finance, procurement, human resources or logistic support services at the national or international level;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in the use of ATLAS is an asset. 

Language Requirements:
• Fluency in English and Cambodian is required;
• Working knowledge of another official UN language.

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc. Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application. 

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)