Operations Associate - Open to Egyptian Nationals Only



Advertised on behalf of :

Location : Cairo, EGYPT
Application Deadline :17-Sep-15 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-7
Languages Required :
Arabic   English  
Starting Date :
(date when the selected candidate is expected to start)
01-Dec-2015
Duration of Initial Contract :One Year

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 Regional Operations Manager, the Operations Associate provides the overall operational support and 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 operational services of the highest quality in a timely and proactive fashion.

The Operations Associate works in close collaboration with the Operations, Programme and projects staff in the Regional Office, the M/COs and HQs Units to exchange information and ensure consistent service delivery.


Duties and Responsibilities

Quality Assurance and Compliance with corporate guiding principles, rules and policies in the area of Operations:

  • In collaboration with the Operations Team, review the quality and timeliness of services provided by reference to corporate standards and by reference to standards/indicators established within the Office and Operations Unit;
  • Carry out business processes mapping and establishment of internal standard operating procedures in Finance, Human Resources Management, Procurement, logistical, and ICT services;
  • Support Office compliance of operations with UN/UN Women rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results;
  • Under the oversight of the supervisor and in collaboration with the Operations team develop an annual Work-plan for the Operations Team;
  • As requested, participate in UN Operations Management Team for effectiveness, efficiency, coherence and impact of UN operational activities;
  • Work closely with the Multi/Country Offices and HQs on follow-up to audit recommendations and observations.

Operations Management Services Support:

  • Consolidate with the Operations Team to develop the Annual Work Plan;
  • Handling Vendor Approvals on Atlas and ensure the accuracy and completeness of the information entered in ATLAS;
  • Participation in and preparation of minutes of meetings with the Regional Office teams;
  • Supervision of messengers and protocol/office maintenance clerk;
  • Organization of regular oversight meetings/missions with Multi/Country Offices and Programme Presences;
  • Assist operations manager in regular review of operations work plan and quarterly reporting.

Logistical Support and Facility and Fleet Management:

  • Organization and coordination of shipments and customs clearance;
  • Coordination of travel arrangements. When delegated, perform a Buyer role in Atlas for preparation of POs for travel and other administrative expenses;
  • Organization of procurement processes (micro-purchases), receipt of quotations, their preliminary evaluation and reparation of eRequisitions;
  • Organization of workshops, conferences, retreats for the office;
  • Premises Management including administration and management of recurrent payments (utilities, rent, etc…);
  • Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services;
  • Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters;
  • Coordination of transportation services, regular vehicle maintenance and insurance;
  • Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
  • Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report;
  • Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
  • Coordination of the provision of reliable and quality office supplies.

Facilitation of knowledge building and knowledge sharing in UN WOMEN Regional Office, focusing on achievement of the following results:

  • Contribute to knowledge building and sharing with regards to management and operations within the Office;
  • Organize trainings for the operations/ projects staff on Operations related issues;
  • Synthesis of lessons learnt/best practices and sound contributions to relevant knowledge networks and communities of practices;
  • Sound contributions to knowledge networks and communities of practice.

The key results have an impact on the overall regional office efficiency and success in implementation of operational strategies as they relate to the use of corporate resources. The results also impact on staff morale within the RO.


Competencies

Core Values and Guiding Principles:

Integrity:

  • Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Cultural Sensitivity/Valuing diversity:

  • Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff;
  • Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.

Core Competencies:

Ethics and Values:

  • Promoting Ethics and Integrity / Creating Organizational Precedents.

Organizational Awareness:

  • Building support and political acumen.

Developing and Empowering People / Coaching and Mentoring:

  • Building staff competence, creating an environment of creativity and innovation.

Working in Teams:

  • Building and promoting effective teams.

Communicating Information and Ideas:

  • Creating and promoting enabling environment for open communication.

Self-management and Emotional intelligence:

  • Creating an emotionally intelligent organization;
  • Conflict Management / Negotiating and Resolving Disagreemente.

Leveraging conflict in the interests of the organization & setting standards:

Knowledge Sharing / Continuous Learning:

  • Sharing knowledge across the organization and building a culture of knowledge sharing and learning.

Appropriate and Transparent Decision Making:

  •  Fair and transparent decision making; calculated risk-taking.

Functional Competencies:

  • Good knowledge ofadministrative and financial rules and regulations;
  • Ability to administer and execute administrative processes and transactions;
  • Ability to extract, interpret, analyze data and resolve operational problems;
  • Ability to manage business processes re-engineering, and implementation of new systems;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Ability to support a team and team building skills, and coach and guide more junior staff;
  • Strong IT skills;
  • Ability to priorities work and to multi-task;
  • Focuses on result for the client and responds positively to feedback;
  • Ability to handle web-based management systems;
  • Excellent knowledge of office software packages.


Required Skills and Experience

Education:

  • Secondary Education;
  • University Degree in Business, Administration and Finance, would be desirable, but it is not a requirement.

Experience:

  • 7 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.).

Language:

  • Fluency in Arabic and English is required;
  • Knowledge of French language is an asset but not a requirement.


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.


If you are experiencing difficulties with online job applications, please contact erecruit.helpdesk@undp.org.

© 2016 United Nations Development Programme