Operations Associate


Location : Abuja, NIGERIA
Application Deadline :15-Oct-14 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
20-Oct-2014
Duration of Initial Contract :20 October – 30 June 2015.
Expected Duration of Assignment :8 Months

Background

The Democratic Governance for Development (DGD) project is managed by UNDP in support of elections and more broadly, the deepening of democracy in Nigeria. It is funded with contributions from The European Union, the UK Department for International Development (DfID), UNDP, the Departments of Foreign Affairs, Trade and Development (DFTAD). The project duration is 2010-2015. It aims to consolidate and advance democratic governance and accountability in Nigeria to achieve the country’s stated development priorities and outcomes as specified in the Federal Republic of Nigeria and the United Nations Development Assistance Framework (UNDAF) and the Country Programme Action Plan (CPAP).

These objectives are pursued through four components:

  1. Promoting Credible, Transparent and Sustainable Electoral Processes
  2. Improving the Democratic Quality of Political Engagement
  3. Enhancing Participation by Women, Youth and other marginalized groups
  4. Strengthening Channels of Civic Engagement.

The project has commenced implementation of its phase II activities since January 2014 based on a Road map prepared which identifies the overall strategic objectives of Phase 2 in a programmatic sense, noting that activities must continue to feed into and support the overall progress of the Project towards the intended outcomes.

Under the overall guidance and supervision of the Procurement Specialist, the Operations Associate provides the overall administration and execution of varied and inter-related operational and logistical activities, ensuring high quality and accuracy of work. The Operations Associate promotes a client, quality and results-oriented approach.

The Operations Associate works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.


Duties and Responsibilities

  • Summary of Key Functions :
  • Implementation of operational strategies
  • Organizes procurement processes for DGD
  • Provision of effective and efficient administrative support services
  • Provides effective support to DGD programme activities
  • Effective administrative and financial control in the office
  • Support to knowledge building and knowledge sharing

 

  • Ensures implementation of operational strategies, focusing on achievement of the following results:
  • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
  • Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
  • Preparation of administrative team results-oriented workplans.

 

Organizes procurement processes for DGD focusing on achievement of the following results:

  • Organization of 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.
  • Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
  • Presentation of reports on procurement in the Project.

 

Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

  • Coordination and supervision of  shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies.
  • Presentation of thoroughly researched information for planning of financial resources for administrative services
  • Submission of information on administrative services provided for cost-recovery bills

 

 

Provides effective support to DGD programme activities  focusing on the achievement of the  following results:

  • Follow up on performance indicators/ success criteria, targets and milestones, preparation of reports on LOAs
  • Analysis of the situation in programme, identification of operational and financial problems, development of solutions.

 

Ensures effective administrative and financial control in the office, focusing on achievement of the following results:

  • Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations;
  • Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
  • Assistance in the preparation of budget, audit and other reports.
  • Provision of researched information, reports for audit exercises.

 

 

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

  • Organization of training for the operations/projects staff on administration.
  • Briefing to staff members on general administrative matters; provision of advice and administrative support.
  • Sound contributions to knowledge networks and communities of practice.

 

 


Competencies

Functional Competencies:      

 

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

  • Analyzes general information and selects materials in support of partnership building initiatives
  • Maintains databases of donor information

 

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

  • Researches best practices and poses new, more effective ways of doing things
  • Documents innovative strategies and new approaches
  • Identifies and communicates opportunities to promote learning and knowledge sharing

 

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Identifies new and better approaches to work processes and incorporates same in own work
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments

 

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

  1. Documents ‘best practices’ in organizational change and development within and outside the UN system
  2. Demonstrates ability to identify problems and proposes solutions

 

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

  • Uses information/databases/other management systems
  • Provides inputs to the development of simple system components
  • Makes recommendations related to work procedures and implementation of management systems

 

Client Orientation

Level 1.1:  Maintains effective client relationships

  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
  • Responds to client needs promptly

 

Promoting Accountability and Results-Based Management

Level 1.1:  Gathering and disseminating information

  • Gathers and disseminates information on best practice in accountability and results-based management systems
  • Prepares timely inputs to reports
  • Maintains databases

 

Core Competencies:

  • Demonstrating/safeguarding ethics and integrity  
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making


Required Skills and Experience

 

Education:

Secondary education.  Certification in Administration.  University Degree in Business or Public Administration desirable, but it is not a requirement.

 

Experience:

5 years of relevant experience in administration or programme support service. Previous experience with UNDP or any other international organization a MUST. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language Requirements:

Strong skills in written communications in English;

Excellent spoken English is also required.

 

 


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.


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