Under the guidance and supervision of Projects Coordinators the Projects Operations Associate provides administrative/project/finance/procurement services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Projects Operations Associate promotes a client, quality and results-oriented approach. The Projects Operations Associate works in close collaboration with the Operations and Programme Units in the CO and project personnel to ensure consistent service delivery.
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- Implementation of operational strategies
- Provision of administrative, procurement, HR and logistical support
- Provision of support to office maintenance and assets management
- Support to knowledge building and knowledge sharing
1. Ensures implementation of operational strategies, focusing on achievement of the following results: - Full compliance of administrative, procurement and HR activities with UNDP rules, regulations, policies and strategies.
- Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies
- Provision of inputs to preparation of workplans.
2. Provides project, administrative, finance, procurement, HR and logistical support, focusing on achievement of the following results: - Interpretation and implementation of procedures and rules related to administrative, procurement, financial and personnel matters and ensure their compliance.
- Administrative support to organization of conferences, workshops, retreats, study tours, etc.
- Arrangement of travel and hotel reservations, preparation of travel requests for meetings’ partipipants.
- Organization of meetings with projects partners, minutes taking, participating in monitoring travels when needed.
- Preparation and handling the routine correspondence (faxes, memoranda and reports) related to project implementation, general administration, procurement, financial and personnel matters.
- Preparation of requests with all supporting documents for issuance of purchase orders, contracts and other documents related to procurement of goods and services.
- Certifying availability of funds and ensuring that the activities are in line with the approved workplan and budget levels.
- Provision of information for reports on financial status, procedures, exchange rates, costs and expenditures and potential funding problems.
- Assistance in proper control of the supporting documents for payments and financial reports for the Programme/Project; payment execution and monitoring payment status.
- Preparation of budget revisions per established rules when required.
- Processing of financial documentation (payments, supporting documents, etc.) and maintaining internal expenditures control system by ensuring that payments processed are matched and completed, transactions are correctly recorded and posted in ERP; travel claims and other entitlements are duly processed.
- Ensure timely extension of personnel contracts, submit required HR forms/documents to HR unit.
- Maintenance of files related to personnel, finance, procurement, administrative, logistical, programme/project matters.
- Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.
- Assistance to the Audit and prepare necessary documents
- Performance of other duties as and when required
- Monitoring the Inventory Records, maintain the records and files on assets management, distribute the stationery to personnel and provide advice on procurement of goods to avoid unnecessary purchase.
- Maintenance of files and records relevant to office maintenance.
3. Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results: - Participation in the training for the operations/projects staff on administration, procurement, finance and HR.
- Briefing personnel on general administrative, financial and personnel matters.
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Core | 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 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback | Adapt with Agility: | LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible | Act with Determination: | LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident | 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 |
Cross-Functional & Technical competencies Thematic Area | Name | Definition | Business Management | Monitoring | Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results | Business Management | Customer Satisfaction/Client Management | - Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. - Provide inputs to the development of customer service strategy. - Look for ways to add value beyond clients' immediate requests. - Ability to anticipate client's upcoming needs and concerns. | Business Direction & Strategy | Effective Decision Making | Ability to take decisions in a timely and efficient manner in line with one's authority, area of expertise and resources | Business Management | Communication | Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose ?ommunication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels | Business Management | Operations Management | Ability to effectively plan, organize, and oversee the Organization's business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms. |
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