UNDP Jobs - 112697- Projects Operations Associate (Kyrgyzstan national

Projects Operations Associate (Kyrgyzstan nationals only) 2 positions

Location :

Bishkek, Kyrgyzstan, KYRGYZSTAN

Type of Contract :

NPSA (Short-Term)

Starting Date :

10-Jul-2023

Application Deadline :

15-Jun-23 (Midnight New York, USA)

Post Level :

NPSA-6

Duration of Initial Contract :

6 months

Languages Required :

English Russian

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

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.

Duties and Responsibilities

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.

Competencies

*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.

Required Skills and Experience

Min. Education requirements	Secondary education with at least six (6) years relevant experience, or Bachelor’s degree with relevant experience of at least three (3) years will be given due consideration.
Min. years of relevant Work experience	Minimum six (6) years with the Secondary education or three (3) years (with Bachelor’s degree) of relevant administrative/financial/procurement experience.
Required skills	Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Desired skills in addition to the competencies covered in the Competencies section	Experience of working with web-based management systems is desirable. Practical experience in small-scale procurement is an asset. Working experience in international organizations, UN/UNDP is a strong asset. Additional training and certification in procurement and/or finance is an asset
Required Language(s)	Fluency in English and Russian. Knowledge of Kyrgyz is a strong asset.