OPERATIONS ASSOCIATE AT UNDP

JOB TITLE: OPERATIONS ASSOCIATE

JOB LOCATION: ABUJA

JOB DESCRIPTION
UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. On the ground in 177 countries and territories, we offer global perspective and local insight to help empower lives and build resilient nations.
 
RESPONSIBILITIES

• Administration and Implementation of operational and HR strategies and policies
• Provision of effective and efficient administrative and HR support services
• Support to supply and assets management
• Effective administrative and financial control in the office
• Proper common services
• Support to knowledge building and knowledge sharing
• Assist in the coordination of UN-related surveys
• Ensures Administration and implementation of operational and HR strategies and policies, focusing on achievement of the following results:
• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Support to the CO administrative and HR business processes mapping and elaboration of  the internal standard operating procedures (SOPs).
• Preparation of administrative team results-oriented workplans.
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.
• Full compliance of HR recording and reporting systems with UN rules and regulations, UNDP policies, procedures and strategies; effective implementation of the internal control framework, proper functioning of the HR management system.
• Provision of advice and information on corporate strategies, changes in rules and regulations, implementation of personnel rules, strategic use of contractual modalities, application of entitlements, change management processes.
• Ensures effective and efficient provision of administrative and HR support services, focusing on achievement of the following results:
• Coordination and supervision of support staff in the project engaged in the fields of registry, general services, telephone operator/receptionist, etc.
• Coordination and supervision of  shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies.
• Presentation of thoroughly researched information for planning of financial resources for administrative services.
• Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
• Submission of information on administrative services provided for cost-recovery bills.
• Organization of recruitment processes including drafting job description, provision of input to job classification process, vacancy announcement, screening of candidates, participation in interview panels.
• Assists in the preparation of contracts (FTA, TA, PA, SSAs and SCs) and recurring vouchers in Atlas. Timely follow up with Finance staff on Global payroll issues.
• Administration of delegated International staff entitlements and position funding delegated to COs.
• Administration of the CO rosters including e-rosters.
• Provides support to proper supply and assets management, focusing on achievement of the following result:
• Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
• Coordination of the provision of reliable and quality office supplies.
• Ensures effective administrative and financial control in the office, focusing on achievement of the following results:
• Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
• Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Atlas.
• Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
• Proper inventory control; supervision of proper issuance of inventory items and supplies.
• Review of travel authorizations, documentation, payments.
• Assistance in the preparation of budget, audit  and other reports.
• Provision of researched information, reports for audit exercises.
• Ensures proper common services  focusing on achievement of the following results
• Maintenance of common services to ensure integrated activities on common services and implementation of the UN reform.
• Proper planning and tracking of common services budget and of Agencies contributions to the common services account.
• Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
• Organization of training for the operations/projects staff on administration.
• Briefing to staff members on general administrative matters; provision of advice and administrative support.Sound contributions to knowledge networks and communities of practice.
• Assists in the coordination of UN-related surveys focusing on achievement of the following results:
• Collection of information and preparation of reports for local salary surveys, hardship and place-to-place surveys. Participation in the any other relevant survey.

QUALIFICATION

• Secondary education. 
• Certification in Administration. 
• University Degree in Business , Finance, Procurement or Public Administration is most desirable, but it is not a requirement.
• 7 years of relevant experience in administration or programme support service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling of web-based management systems.
• Fluency in English is essential. Fluency in one national language is desired 
  

 
METHOD OF APLPLICATION
Interested candidates should
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. Qualified women are highly encouraged to apply. All applications will be treated with the strictest confidence.

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Closing Date: 09 /10 / 2012