Operations Assistant

Summary of Key Functions

• Financial and Administrative Support
• Implementation of operational strategies and procedures
• Knowledge building and knowledge sharing

Financial and Administrative Support

• Assist with administration and regular monitoring of all budgetary, financial, procurement and routine aspects of project delivery;
• Assist with the preparation and processing of budgets and required formats in compliance with UNOPS requirements for internal approval, review of budgets to confirm if funds are available; run budget reports including transactions details and exceptions; Monitor expenditures, verification for accuracy of expenditure requests (CPs, invoices, F10s) and availability of funds, completeness of documentation submitted;
• Lead administrative arrangements (e.g. logistics) for conferences/meetings;
• Interact with colleagues, clients and partners to exchange information on administrative issues and seek co-operation. Resolution of routine administrative and process problems, referring complex issues to supervisor with recommendations for course of action;
• Create Requisitions and Purchase Orders (POs); performance of reconciliation activities such as closure and cancellation POs. Inquiries on PO details and activities. Generation of PO reports for expedition, status and details information; and create receipts including information such as distributions,rejections and cancellations;
• Create vendor details and approval follow-ups;
• Monitoring of payments and follow up when problems arise; Review of payment vouchers and supporting documentation for completeness, accuracy, compliance with UNOPS FRRs and correctness of account code charges;
• Analysis of financial reports, investigation and preparation of adjustments as required;
• Maintain contract-tracking plan to review sub-contractor invoices and supporting documentation and ensure that services provided and claims are in conformity with the terms of the contract;
• Act as focal point with projects on Asset Reporting as per UN MOU requirements.
• Create, import, review, correct and proces journal entries in General Ledger. Review and run inquiries included in journal, ledgers, or accounting entries;
• Prepare  routine project communications, documentation, reports and contracts, checking documents for accuracy and compliance with UNOPS format and style;
• Prepare briefing materials , as required for mission travel and/or discussion on project activities and status;
• Prepare financial authorizations for project activities for approval of the Supervisor;
• Maintain accurate records of all operational and financial transactions for easy reference and retrieval; efficient document management including file closures, archiving and monitoring due dates for project progress status reports and submission by UNOPS of substantive and financial/budget utilization reports to clients;
• Process travel and expenses according to established procedures and practice;
• Review of international and/or local consultant, staff and consulting firm’s Terms of reference (TOR) to ascertain conformity with work-plans; initiation of recruitment on receipt of client/supervisor clearance. Request of contracts for international programme staff including consultants;
• Support Project Manager in management, implementation monitoring of HR related requests including HR Monitoring Tools;
• Perform backstopping role during the absence of Project Manger Officer (PMO) or Program Associate (PA), under the overall supervision of a  Manager.
• Any other duties as  required

Implementation of Operational Strategies and Procedures:

• Full compliance of operations with UNOPS rules, regulations, policies and strategies.
• Inputs to the content of internal Standard Operating Procedures (SOPs) in operations, in consultation with the direct supervisor and office management.

Knowledge Building and Knowledge Sharing:

• Input and update of accurate data and information to facilitate monitoring and evaluation of project activities, and to institutionalize and disseminate knowledge.
• Use of technology and electronic systems and tools to initiate work, share information with colleagues and clients.

Education:

• Secondary school diploma required. 
• A Bachelor's Degree with one (1) year of experience in related field can be accepted in lieu of five years of experience.

Experience:

• Minimum  five (5) years of progressive experience in administration, finance or programme support.
• Knowledge of OneUNOPS is desirable.
• Familiarity with UNOPS policies and procedures, especially with regard to finance, procurement of personnel, goods and services desirable.
• Excellent computer skills, including MS Word, Excel, Power Point and databases.

Language:

• Fluency in oral and written English is required.
• Knowledge of a second UN official language an asset.

Contract type: Local ICA Contract level: LICA-5
Contract duration: Open-ended, subject to funds availability and satisfactory performance.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Sustainable Development Cluster (SDC)

Based in New York, the Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations.

The SDC’s services include grants management, development and special initiatives support, and technology support to the UN and UN agencies.

The SDC is part of the New York Service Cluster that supports the United Nations Secretariat, as well as a broadening community of other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.