Operations Support Associate- IPSA 8

Advertised on behalf of :

Location : Hybrid – some home based days, and some office-based days (New York, USA))
Application Deadline :21-Jan-23 (Midnight New York, USA)
Type of Contract :IPSA (Regular)
Post Level :IPSA-8
Languages Required :
Duration of Initial Contract :12 months
Expected Duration of Assignment :12 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.


Instructions to Applicants: Click on the "Apply now" button. Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. Upon completion of the first page, please hit "submit application" tab at the end of the page. Please ensure that CV or P11 and the Cover letter are combined in one file.

The following documents shall be required from the applicants:

Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.

A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.

Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.


Office/Unit/Project Description   

The  Office of Finance and Management Services (FMS) is based in UNCDF Headquarters, New York along with out-posted staff across regional offices and multiple country locations. FMS team works to enhance the institutional effectiveness of UNCDF through operational solutions, development of management policies, prescriptive content, and overall management of all operational, resource management and financial aspects of the organization.

FMS oversees policy adherence, safeguarding UNCDF and its Executive Secretary’s accountability while providing advisory, transactional services and support to UNCDF in its core functional areas of accounts  and finance; human resources; procurement and administration; and information technology.

The Operations Support Associate is expected to provide support to the OFMS in the preparation, roll-out and implementation of the new ERP resource (known and hereinafter referred to as Quantum) and other preparatory work on various streams, namely HR, Finance, Procurement, Programme Management.  For this engagement, the consultant will work closely with the team in charge of the various business processes in OFMS.


Institutional Arrangement

The Operations Support Associate will be under the default supervision of the UNCDF Operations Specialist - Finance and Management Services (FMS).  However, for tasks/assignments that are originating from  HR and Finance, the review and acceptance of the outputs as well as the authorization of payment shall be performed by the HR Specialist or the Finance Specialist, as the case may be. 

Duties and Responsibilities

Scope of Services

The Operations Support Associate may be called upon to perform any or any combination of the following work:

  • Support  data clean up for the operations team (Finance, Human Resources and Procurement) in preparation of Quantum data migration ahead of the go-live or at any other time after the roll-out where this may be required;
  • Preparation of the second and third phase of vendor and purchase order data clean up in ATLAS in preparation of the Quantum go-live or at any other time after the roll-out where this may be required;
  • Uploading of IC (Individual Contractor) contracts to the contracts repository database (SharePoint) and updating/uploading support documents including related amendments.
  • Provide support in Quantum testing specifically the supplier registration through the supplier portal link and manage all incoming correspondence on behalf of the supplier during testing;
  • Compilation of HR data from various sources into one document with link to detail information on staff/Set up of workforce data for readiness for Capability Review and QUANTUM;
  • Compilation of data from various sources into one document with link to detail information on staff/Set up of workforce data for readiness for Capability Review and QUANTUM (GS, NO, and PSA: +200 individuals)
  • Support the achiving and data compilation exercise for the Finance department under guidance of Finance colleagues;
  • Participate in the identifying and sharing lessons learned and best practices for consideration in future operations processes;
  • Any other administrative and operations-related support work that the teams under OFMS may require and as needed.


The Operations Support Associate shall have the following competencies:


Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

LEVEL 2: Go outside comfort zone, learn from others and support their learning

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

People Management (Insert below standard sentence if the position has direct reports.)

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies (insert up to 7 competencies)

Thematic Area



Cross - Functional

Subject Matter Expertise

Understands more advanced aspects of primary area of specialization - Procurement as well as the fundamental concepts related to digital innovation and regulation of financial inclusion


Knowledge Management

Ability to capture, develop, share and effectively use information and knowledge


Project Management

Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals

Cross - Functional

Relationship Management

Ability to engage and foster strategic partnerships with other parties, Inter- Agency Coordination and forge productive working relationships

Cross - Functional

Office Administration

Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs


Results Based Programming

Assesses project performance to identify success factors and incorporates best practices into project work





Required Skills and Experience

Min. Education requirements

A bachelor’s degree in Administration, Finance, Human Resources, Procurement, or related discipline

Min. years of relevant work experience

Minimum two (2) years of progressively responsible operations  and administrative experience is required at the international level

Required  skills

Excellent knowledge of working with Microsoft Office applications, Spreadsheets and Worksheets. Knowledge of using charts, graphs, maps, and other visual representations of data to help present your findings in an easy-to-understand way.

Desired skills in addition to the competencies covered in the Competencies section

Advanced knowledge of automated systems along with experience in handling of web-based management systems is desireable.

Knowledge of UN/UNDP travel policies is also considered desireable

Required Language(s)


Professional Certificates

If required for specific services. For example: ACCA, CIPS, CISCO, etc.

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