Operations Assistant

Advertised on behalf of :

Location : Freetown, SIERRA LEONE
Application Deadline :14-Apr-21 (Midnight New York, USA)
Time left :2d 11h 10m
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English   French  
Starting Date :
(date when the selected candidate is expected to start)
Expected Duration of Assignment :31st December 2021

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.


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 UN Women Finance Associate, the Operations Assistant provides the overall administrative support and carries out varied and inter-related operational and financial activities ensuring high quality and accuracy of work. The Operations Assistant is results and client oriented producing administrative services of the highest quality in a timely and proactive fashion.

The Operations Assistant works in close collaboration with the Operations, Programme and projects staff in the Country Office, to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

  • Administration and implementation of operational support services
  • Budgetary and financial administration support
  • Human Resources Management services support
  • Facilitation of knowledge building and knowledge sharing


1. Administration and implementation of operational support services

  • 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.
  • 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.
  • Provide executive administration support to the head of office when necessary


2. Budgetary and financial administration support

  • Support Office compliance with UN Women rules and regulations of financial processes, and implementation of the effective internal control framework.
  • Support Office Management in the budgetary planning and monitoring
  • Ensure all financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.
  • Review and verify accuracy and relevancy of the supporting documents for payments and financial reports.
  • Ensure that all supporting documents on financial transactions are secured and properly filed.


3. Human Resources Management services support

  • Assume overall responsibility for attendance and leave management monitoring; 
  • Help ensure proper administration of staff.
  • Support the Office Management in the maintenance and implementation of the proper performance management and learning strategy for the office.

4. Facilitation of knowledge building and knowledge sharing

  • Contribute to knowledge building and sharing with regards to management and operations within the Office.
  • 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 Country 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 Country Office.



  • Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
  • Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
  • Cultural sensitivity and valuing diversity: Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.


  • Ethics and Values: Demonstrate and safeguard ethics and integrity
  • Organizational Awareness: Demonstrate corporate knowledge and sound judgment
  • Development and Innovation: Take charge of self-development and take initiative
  • Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.
  • Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication
  • Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others
  • Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
  • Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge
  • Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making


  • Ability to administer and execute administrative processes and transactions;
  • 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 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


Minimum Bachelor Degree in Business Administration, Finance or related field.

A Master in Business Administration, Finance or related field would be an asset



• At least five years of solid experience in Accounts and Financial management. Experience in the use of computers and office software packages (MS Word, Excel, PowerPoint) essential. 

• Experience of working with international donor agency is an asset.

• Understanding of budgeting, accounting and bookkeeping, particularly under NEX procedures. 

• Relevant experience in a UN system agency or organization is considered as an asset;

• Working experience in the field is added advantage.

• Good Knowledge of Atlas is highly desirable.


Language Requirements:

Fluency in English French

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

© 2016 United Nations Development Programme