Operations Assistant - SC5

Under the guidance and supervision of the Operations Manager, the Operations Assistant provides financial and admin, services ensuring high quality, accuracy and consistency of work. The Operations Assistant promotes a client- oriented approach consistent with UNDP rules and regulations.

The service provider works in close collaboration with the operations, programme and projects' staff in the Country Office (CO), UN Agencies, and with UNDP HQs staff to exchange information and ensure consistent service delivery.

Ensures implementation of operational strategies focusing on achievement of the following results:

• Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies;
• Input to the Country Office Administrative and finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance, in consultation with Operations Manager;
• Attend meetings and prepare minutes of meetings as required;
• Support to management & maintenance of operations' files (soft & hard) and ensure easy reference;
• Checking incoming correspondence and ensure all required documents are valid.

Ensures functioning of the optimal accounting and cost-recovery system, while focusing on assets management and achievement of the following results:

• Assist in preparation of the cost-recovery bills for the services provided by UNDP, follow up on contributions received;
• Maintain records for all premises, for UNDP offices and the UN HUBS, and prepare all documents needed to rent, or renew the lease contracts for the subject premises;
• Monitor the lease agreements and alert relevant colleagues for payment process;
• Receiving, inspecting and verification of incoming office equipment, furniture and supplies and scheduling deliveries to users;
• Maintain records and tag all office furniture/equipment upon receipt from the suppliers;
• Update of nonexpendable property inventory record and track movement of furniture;
• Support to the management on assets disposal process and ensure proper accounting entries in ATLAS, preparation of documents for submission to Contracts, Assets and Procurement (CAP) Committee review;
• Assis in the physical inventory verification exercise;
• Preparing of inventory reports as required;
• Support the management in preparing different financial reports;
• Preparing the supporting documents for management project’s payments.

Provides administrative support to the Operations Unit focusing on achievement of the following results:

• Prepare receiving and inspections reports for goods and services as needed;
• Prepare and analyze General Ledgers and expense reports;
• Collection of information for the Daily Subsistence Allowance (DSA), travel agencies and other administrative surveys;
• Monitor due deadlines and notify management accordingly;
• Support to drafting of correspondence and carry out necessarily follow up;
• Assist in the preparation of the office budget, and provision of information for audit, as needed;
• Contacts with visitors and staff, arrangement of appointments and meetings;
• Assist to provision of logistical support to workshops, training, and meetings.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Assists in assembling briefing material, documentation and correspondence for the use in official meetings or missions;
• Preparations of official correspondence in Arabic and English;
• Support to maintaining information and updating databases;
• Contributions to knowledge networks and communities of practice, as applicable.

Impact of Results:

Accurate data entry and financial information have an impact on quality implementation and communication of UNDP results.  A client-oriented and efficient approach impact on the image of UNDP in the country.

Core Competencies:

• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision making.

Education:

• High School Diploma is required.
• A first-level university degree in combination with 2 years of qualifying experience may be accepted.

Experience:

• 5 years of relevant administrative or operations experience is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Knowledge of database packages, and web-based management systems is desirable.

Language Requirements:

• Fluency in English and Arabic

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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