Operations Associate - For Lebanese National ONLY

Background

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 Country Program Manager, the Operations Associate carries out varied and inter-related operational, logistical activities ensuring high quality and accuracy of work. The Operations Associate is results and client oriented producing administrative services of the highest quality in a timely and proactive fashion.

Duties and Responsibilities

1. Contribute technically to the operations in accordance with UN Women rules and regulations and policies and strategies:

• Contribute to an annual workplan for the Operations Team and assist with its implementation and monitoring;
• Participate in review meetings and provide support to the assessment of the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
• Provide substantive inputs to business process mapping and the establishment of internal standard operating procedures in all areas of the Operations Team’s functions;
• Provide substantive inputs to the implementation of corporate, budget, procurement, and HR policies and systems and support in the training of staff in country office on these issues;
• Provide technical support and guidance to CO on operational issues;
• Ensure a continuous and up-to-date flow of information between the ROs and CO.

2. Contribute technically to the provision of Human Resources services in accordance with UN Women rules and regulations and corporate policies and strategies:

• Provide substantive inputs to recruitment processes and contract management; liaise with the HQ as necessary;
• Update staff salaries COA information;
• Ensure full compliance of recruitment processes and records with UN Women rules, regulations, policies and strategies;
• Prepare long list of candidates, with matrices identifying job success factors, conduct technical tests, consolidate results, and make full use of the e-recruitment tool;
• Responsible for the administration of interviews, and preparation of background information for interviewers;
• May act as an HR representative in the interview panels, prepare candidates’ assessment reports, and perform functions of Secretary in interview panels;
• Conduct reference checks on recommended candidates;
• Prepare consolidated interview report;
• Update the Leave record for the staff and follow up on ARC collection;
• Support in SSA recruitment and contracting.

3. Contribute technically to procurement processes in accordance with UN Women rules and regulations and corporate policies and strategies:

• Monitor and track COs transactions, as necessary, and in collaboration with the Procurement Analyst;
• Review procurement processes including submissions to the Contract, Asset and Procurement Committee and Advisory Committee on Procurement;
• Support to organization of procurement processes, preparation of procurement notices for individual contractors, but as well RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals and their preliminary evaluation and Preparation of Purchase Orders and contracts in and outside Atlas, vendor creation in Atlas;
• Create E-req and POs in Atlas;
• Provide substantive inputs to the preparation of procurement plans;
• Ensure proper inventory control of assets and liabilities.

4. Contribute technically to security processes in accordance with UN Women rules and regulations and corporate policies and strategies:

• Ensure all security staff contact lists are up to date, accurate and distributed as required;
• Act as a warden for UN Women Lebanon office;
• Maintain an up to date database of all security related documents for Lebanon, including Security Plans, SRAs, SOPs and SMT minutes;
• Submit the required documents and requests, and maintain records, for all mission requests within Lebanon;
• Track mission requests;
• Maintain transport documentation;
• Maintain an inventory list of all security equipment registered to the Security Office in coordination with UNDSS and ensure proper Security Equipment documentation;
• General Administrative Tasks in Support of the Security Team and the Country Office;
• Maintain an accurate database of information pertaining to the relocation of staff to different locations within Lebanon;
• Accurately record the locations of international staff members travelling in Lebanon and national staff members on mission in Lebanon outside their duty station;
• Take minutes or notes at security meetings and ensure follow up;
• Support on all protocols related to entry visa for visitors and staff in coordination with UNDP, MOFA and general security.

The key results have an impact on the overall effectiveness of the Regional Office Programme implementation and on the efficiency and effectiveness of the use of corporate resources, human, financial and material and the safety of staff and assets of UN Women. The key results also impact on the image of the organization and its ability to deliver on its mandate.

• All services are provided in compliance with UN Women rules, regulations and policies;
• Finances are properly identified and in a timely manner;
• Timely and accurate implementation of procurement contracts;
• Timely and accurate implementation of HR contracts;
• Audit process is efficient.

Competencies

Core Values:

• Respect for Diversity;
• Integrity;
• Professionalism.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Please visit this link for more information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf

Functional Competencies:

• Good knowledge of administrative and financial rules and regulations;
• Ability to administer and execute administrative processes and transactions;
• Ability to extract and interpret data;
• 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;
• Strong IT skills;
• Ability to priorities work and to multi-task;
• Ability to handle web-based management systems.

Required Skills and Experience

Education and certification:

• Secondary Education;
• University Degree in Business, Administration and Finance, would be desirable, but it is not a requirement.

Experience:

• 7 years of progressively responsible experience in administration, finance, procurement, human resources or logistic support services at the national or international level;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language Requirements:

• Fluency in English is required;
• Working knowledge of another official UN language.

Application:

• All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from:http://www.unwomen.org/about-us/employment.
• Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.Make sure that you provide a valid email address for future communications.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW, and UNIFEM), which focused exclusively on gender equality and women's empowerment.