Administrative Operations Associate Vacancy-Job Ref: ECUSUNDP/1124/2023235

Administrative Operations Associate Vacancy-Job Ref: ECUSUNDP/1124/2023235
New York (United States)
JOB DESCRIPTION
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions.
Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs).
UNDP’s policy work carried out at HQ, Regional and Country Office levels, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.
Climate Security Mechanism
The multidimensional nature of climate change creates far-reaching consequences not only for the environment but also, for development and ultimately for the security of people, communities and states. While climate change does not cause violent conflict in and of itself, it can multiply risks known to contribute to insecurity, overburden state capacity, and make already vulnerable communities more susceptible to threats.
The Climate Security Mechanism (a joint initiative by DPPA, UNDP and UNEP established in October 2018 with support from the Government of Sweden) seeks to strengthen the capacity of the UN system to address the interlinkages between climate change, prevention and sustaining peace, including by leveraging existing experience and expertise across the different pillars of the UN system.
Under the overall supervision of the Climate and Security Risk Team and the direct supervision of the Team Leader, Climate Security in the Crisis Bureau’s Climate Security Mechanism (CSM),
Position Purpose
The Administrative/Operations Associate provides programme and administrative services in support of the team’s programme responsibilities, deliverables, and operations including budget management and financial reports. The Administrative/Operations Associate promotes a client-oriented approach, in the framework of UNDP policies, rules and regulations.
In close collaboration with policy, programme, operations, and project teams in the HQs. Regional Hubs, COs, the Administrative/Operations Associate identifies and helps delivering and client-oriented operations support, provision of administrative services, knowledge building and knowledge sharing.
Duties and Responsibilities
Provides Administrative and Operational Support Services including Budget Management and Finance:
Acts as the focal point for travel within the Unit, including knowledge leader on the various travel policies and processes including approvals, entitlements, travel route and hotel arrangement. Organizes travel including purchase of tickets, DSA calculation, and relevant approvals, conference facility or hotel arrangements within the lead times established by the Bureau for Management Services.
Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices.
Processing requests for visas and applications and renewal of UNLPs for UN staff
Administration of F10s and reconciliation of settlements to be paid.
Acts as the administrative arranger for the Units administration needs, including collaboration with ASD and Its such as: completion of maintenance and support requests, office moves or space changes or any other requests involving ASD; requests IT service needs and troubleshoots issues.
Works with teams for requests related to space access, reproduction and documents management, orders for supplies, maintenance of the unit’s non-asset register and asset inspections.
Receipts delivery of items but does not execute corporate credit card transactions.
Provide programme/project management support, monitor expenditures, and support with preparing budget revisions.
Provide PTAEO authorizations; create requisitions; raise receipts; implement budget and project award revisions; and project status; determination of unutilized funds, maintain the internal expenditures control system.
Review, verify and reconcile financial data and reports to ensure accuracy and conformity with UNDP financial and administrative rules and regulations.
Conduct budget checks for accuracy of requisitions, purchase orders and payment invoices in ERP System.
Track, monitor and report on the use of project resources.
Provides other administrative services as required.
Provides Procurement and Contract Support services:
Acts as the Procurement focal point and prepares the procurement plan for both teams
Organizes 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; develops submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP)
Review specifications and terms of references of consultancies to ensure completeness, accuracy, and compliance with quality standards.
Organization of recruitment processes of IC contracts/Institutional contracts/IPSA/PSA including assisting with drafting TOR, vacancy announcement, screening of candidates, participation in interview panels. Provision of advice on IC management in UNDP projects.
Works with both teams in maintaining rosters and researching existing Long-Term Arrangements within the UN system.
Prepares e-requisitions for budget approval. Works with both teams for the creation and approval of purchase orders and contracts in ERP System.
Provides input to the Team Leader and/or Project/Programme Manager to enable them to manage their contracts.
Provides administrative oversight of the payment processing process for all POs and non-PO transactions, ensuring they are receipted and paid.
Implements solution-focused HR services:
Provides accurate and timely information management services.
Facilitates HR processes for recruitment, such as drafting job descriptions, vacancy announcements, longlisting, coordinating and facilitating any panel interviews and ensuring accurate submissions prior to submission to the review body where required.
Provision of information on benefits/entitlements to staff.
Focal point for the on-boarding schedule; ensures staff are provided with all office tools to facilitate rapid startup of their work. Facilitates on-boarding including scheduling. Provides an in-person introduction to the mandatory courses and HR portal tools that the s/m will need, along with PMD and training deadlines.
Generates reports on the current HR performance management process and mandatory training course completion and monitors timely completion by staff.
Facilitate knowledge building and knowledge sharing in the relevant area:
Prepare reports synthesizing lessons learnt and good practices.
Contribute to and administer events pertaining to UNDP knowledge networks.
Support the development of training, learning materials and activities by developing substantive components.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
Competencies
Core:
Achieve Results:
Plans and monitors own work, pays attention to details, delivers quality work by deadline.
Think Innovatively:
Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
Learn Continuously:
Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
Adapt with Agility:
Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
Act with Determination
Shows drive and motivation, able to deliver calmly in face of adversity, confident.
Engage and Partner:
Demonstrates compassion/understanding towards others, forms positive relationships.
Enable Diversity and Inclusion:
Appreciate/respect differences, aware of unconscious bias, confront discrimination.
Cross-Functional & Technical:
Business Management: Project Management
Ability to plan, organize, prioritize, and control resources, procedures, and protocols to achieve specific goals.
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.
Procurement: Procure-to-Pay
Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations.
Finance: Budget Management
Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
Administration & Operations: Onboarding of personnel
Knowledge of policy and procedures on administrative on-boarding, including issuance of office ID, email address creation, office space, telephone extension, Argus profile set up, issuance of office ICT equipment
Administration & Operations: Travel Desk
Ability to process and approve Travel Requests, Travel Claims and Expense Reports. Knowledge of relevant policy and procedures.
HR – Recruitment: Recruitment design and management
Knowledge of, ability to design and manage end to end recruitment processes.
Required Skills and Experience
Education:
Completed Secondary Education is required.
University Degree in Management or Business Administration or equivalent is desirable, but not a requirement.
Experience:
Minimum of 6 years (with secondary education) or 3 years (with bachelor’s degree) of progressively responsible experience in administrative or programme at the national and/or international level is required.
Proficiency in IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web-based management systems is required.
Experience with ERP systems is highly desirable (i.e. Oracle Cloud, SAP, Atlas, Quantum or others)
Experience in HR, recruitment and procurement processes at national/ international organization is desirable.
Experience in providing administrative and logistical support, country/region specific meetings, workshops, trainings, and any other events is desirable.
Experience working with UNDP, UN or other international organizations is desired.
Language:
Fluency in English is required.
Working knowledge of another UN language (Arabic, Chinese, French, Russian, or Spanish) is an asset.
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