UNDP Jobs - 56163- Operations Associate

Operations Associate

Location :

Seoul, KOREA (REPUBLIC OF)

Type of Contract :

TA Local

Starting Date :

01-Jul-2015

Application Deadline :

10-May-15 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

364 days

Languages Required :

English

Expected Duration of Assignment :

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

The UNDP Seoul Policy Centre (USPC) for Global Development Partnerships started operating in 2011, a few years after UNDP closed its Country Programme in Korea and the UNDP Country Office formally ceased its operations. The Centre represents UNDP in Korea, undertakes policy analysis and research, and works with Korean partners and UNDP’s global network to share Korea’s development experiences. The key functions of the Centre are:

To serve as the immediate interface with the Government on all aspects relating to the evolving Republic of Korea-UNDP partnership;
To serve as a knowledge Center for comparative experiences and approaches of new development partners in reducing poverty and achieving sustainable human development;
To facilitate and promote learning, networking, policy dialogue and consultation among new development partners and to contribute to capacity development in developing countries.

The work of the Centre is organized under four pillars: Global issues; Development Solutions Partnerships; Policy Research; Communications and Outreach, using the Seoul Debates format to further knowledge exchange, most lately the 2015 Seoul Debates “Learning from anti-corruption Experiences from Korea and Around the World” in January 2015.

The Associate promotes a client, quality and results-oriented approach and ensures high quality and accuracy of work.

The Operations Associate will work in close collaboration with UNDP staff, UN Agencies and Korean partners to ensure efficient flow of information, actions on instructions, agendas, and ensures consistent service delivery.

Duties and Responsibilities

Summary of key functions:

Ensures effective and efficient functioning of the office, including communications support;
Efficient administrative support;
Support to budget management for the office;
Support to administration of supply and assets management;
Support to knowledge building and knowledge sharing.

Ensures effective and efficient functioning of the Director’s office, including communications support focusing on achievement of the following results:

Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings. Maintenance of protocol procedures;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Director;
Screening of incoming calls and correspondence; arranging world-wide telephone and video conferences;
Preparation of high quality briefing materials for supervisor for appointments, meetings, missions;
Management of missions and representation schedule;
Preparation of correspondence, directives, comments on behalf of the Director for his/her signature; preparation of informal translations;
Maintenance of rosters of high-level partners, telephone lists and email contact lists;
Use of automated office management systems for effective functioning of the Director’s and USCP office;
Maintenance of the electronic and physical filing system and the shared drive ensuring safekeeping of confidential materials;
Coordination of the information flow in the office;
Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate divisions.

Ensures efficient administrative support, focusing on achievement of the following results:

Having Financial User role in Atlas and ensuring accurate and timely processing of financial transactions, using the UNDP's ERP system, in accordance with UNDP financial regulations and procedures. Processing and follow-up with HQ and Bangkok Regional Hub (BRH) on payment of vendors and F10 claims;
Collection of vendor set-up information and follow-up with HQ on vendor creation in Atlas;
Petty cash management including processing payment, replenishment and reconciliation of reports in ATLAS on a monthly basis and ensuring that the rules on the use of the petty cash are followed;
Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary/financial evaluation. Preparation of report on selection process, contracts, and contract amendments if needed. Processing requisitions and follow-up with HQ on POs;
Organization of workshops and conferences in coordination with the Clerk/Driver; support for international participants’ travel and a focal point for logistics matters;
Organization of travel arrangements, in coordination with the Clerk/Driver, including drawing up itineraries, preparing travel authorization and visa forms, obtaining clearances and signatures, ticket reservations, collecting tickets, processing travel claims as well as requesting for reimbursement of travel expenses. Maintains travel plans, travel reports and process in ATLAS all the necessary steps/action for this purpose;
Coordination of DSA, travel agencies, and other administrative surveys;
Support to Clerk/Driver with protocol matters, registration of staff, coordination with local authority on office space management and other administrative matters;
Checking and certifying of vehicle daily log and gas consumption, insurance and maintenance of vehicle history report;
Preparation of administrative results-oriented work plans;
Coordination and follow-up with HQ and BRH on HR issues, to include but not limited to, recruitment, extension, step increase, separation and etc;
Receipt of applications for internship and long listing of candidates according to UNDP rules;
Provide advice and correct interpretation on HR policies to staff. Leave monitor for the Unit staff. Maintain and update all administrative and relevant HR electronic and physical files of the Unit;
Provision of inputs to the office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);

Provides support for effective budget management in the office, focusing on achievement of the following results:

Assistance (provision of inputs) in the preparation of the unit budget in ATLAS;
Processing budget revisions including reallocation of budget as needed;
Forecast of weekly expenditures in Korean Won and coordination with BRH on it. Maintenance of administrative control records such as expenditures and closely monitors the office budget in order to ensure that there will be no over expenditures and deficits, using the different monitoring reports available in ATLAS. Preparation of budget report in compliance with the Work Plan;
Consolidation and preparation of summary statements for inclusion in the financial statements;
Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary;
Provision of the information for the audit;
Works closely with BPPS HQ in order to ensure that the office is compliant with all the steps related with the closing of accounts for each fiscal year, preparing reports for the office and having it signed by the Director.

Provides support to proper supply and assets management, focusing on achievement of the following results:

Coordination of assets management in the office, timely preparation of the inventory reports and submission to GSSC via DMS;
Oversight of disposal of items and accuracy of inventory data and reporting;
Coordination with the Global Service Shared Centre for proper recording of assets in ATLAS, ensuring that depreciation is calculated correctly.

Ensures facilitation of knowledge building and management focusing on achievement of the following results:

Sound contributions to knowledge networks and communities of practice;
Training of staff on relevant administrative/ financial/HR procedures;
Briefing/debriefing of staff members on issues relating to area of work.

Competencies

Functional Competencies:

Client Orientation:

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;
Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing:

Researches best practices and poses new, more effective ways of doing things;
Documents innovative strategies and new approaches;
Develops awareness of the various internal/external learning and knowledge-sharing resources.

Job Knowledge/Technical Expertise:

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;
Strives to keep job knowledge up-to-date through self-directed study and other means of learning knowledge of information technology and applies it in work assignments;
Excellent drafting and oral skills in English.

Design 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 Demonstrates ability to identify problems and proposes solutions.

Promoting Accountability and Results-Based Management:

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;
Specialized certification or professional training in Accounting and Finance or Administration is required, if not part of secondary education.

Experience:

Minimum 6 years of relevant experience in administration, finance or programme support service at the national or international level;
Demonstrated capacity to do basic research;
Demonstrated capacity to multitask;
Updated knowledge and proven experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems;
Previous work experience in an international setting highly desirable.

Language Requirements:

Fluency in English and Korean.

Remarks:

This position is open for Korean nationals only.