Operations Associate NPSA6, Short-Term, Office-Based External Post level NPSA-6 Apply by Aug

Operations Associate (NPSA6, Short-Term, Office-Based)

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

UNDP, as an integral part of its mission to fight poverty and improve the lives of people around the world, is committed to being open, transparent and accountable. In 2015, as part of this commitment UNDP established a Global Shared Service Centre (GSSC) to ensure optimal and consistent provision of operational services in the areas of finance, HR, procurement, administration to UNDP Offices worldwide, and to provide training to UNDP Offices where needed. The Global Shared Service Centre (GSSC) is part of the Bureau for Management Services (BMS).

Based in Copenhagen, the GSSC HR/Operations team provides operational interlocutor support from an HR, administrative and operational perspective to the main pillar of GSSC departments which provide GSSC services to clients and partners. It acts as an efficient and client-oriented 'go-to' team for implementation of services and activities. The Operations Team is, amongst others, responsible for delivery of services related to financial management, procurement, inventory and asset management, travel and logistics as well as human resources management and protocol services. This back-office support is provided to GSSC colleagues serving in Copenhagen and in the regional locations:
Addis Ababa, Amman, Bangkok, Dakar, Istanbul and Panama City.

Under the overall guidance of the HR Analyst (Operations), the incumbent provides, the Operations Associate ensures administrative planning and support, execution of transparent and efficient operational services and processes, management of budget and good communication. The Operations Associate promotes a collaborative, client-oriented approach and supports the maintenance of high staff morale.

The Operations Associate will work closely with colleagues in the GSSC HR/Operations Team as well as with other units in GSSC in Copenhagen and in regional offices. S(he) will also have the opportunity to collaborate with colleagues in other UNDP units in the UN City and other UN agencies staff.

Duties and Responsibilities

1. Provision of effective and efficient administrative support services:

• Organization of travel including purchase of tickets, travel arranging in the Quantum Travel Module, DSA calculation and payment.
• IC and short-term PSA administration:
  Assisting with the drafting of job descriptions and screening of candidates with close collaboration with the requesting unit, preparing the contract and related purchase orders and making payments against submitted timesheets.
• Prepare purchase orders and monitoring of payment.
• Support to administration, coordination and logistical preparation of GSSC internships.
• Filing official documents including invoices, contracts for internal and external audit purposes.

2. Support to supply and assets management:

• Support preparation and conduction of GSSC procurement processes in full compliance with UN/UNDP rules, regulations, policies and strategies, implementation of effective internal controls.
• Preparation and conduction of micro-purchase processes in and outside of Quantum.
• Coordination of GSSC assets management, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items in coordination with GSSC asset management focal points.
• Coordination and monitoring of the provision of reliable and quality office supplies and minor IT equipment.

3. Support to knowledge building and knowledge sharing:

• Support and organization of trainings on administrative issues.
• Synthesis of lessons learned and best practices in administration and operations.
• Sound contributions to knowledge management networks and communities of practice.

4. Effective administrative, logistical and onsite support:

• Coordination of conferences, workshops, retreats, as applicable.
• Support to management of GSSC mail and DHL service delivery.
• Support and monitoring of office and maintenance related expenses in coordination and communication with general UN City Common Services.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables, and reports.
• Process actions/transactions in Quantum as applicable and as required.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

The Operations Associate (NPSA6) will be reporting to HR Analyst (Operations). As several tasks are performed onsite and in the office, the Operations Associate (NPSA6) is expected to be physically present in the office on a daily basis.

Core Competencies:

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.
• 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.

Required Skills and Experience

Education:

• Secondary Education is required.
• A University Degree in Business Administration, Public Administration and any other related fields, will be given due consideration, but it is not a requirement.

Experience:

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Prior experience and good knowledge of local administrative procedures is an asset.
• Experience in handling web-based management systems and ERP HR and Finance module experience, especially Oracle/Quantum is desirable.
• Experience applying UNDP HR Policies and Procedures, UN Staff Regulations, and administrative rules and regulations is preferred.

Language Requirements:

• Fluency in English.
• Knowledge of other UN working languages would be an asset.