Operations Associate

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.

The Volunteer Services Centre (VSC) is responsible for providing timely and high-quality services in the sourcing, identification and recruitment of UN Volunteers, as well as in the management of the Conditions of Service of volunteers, and in the management of payroll, service desk and special initiatives for volunteers and UN entities globally. VSC works in close collaboration with other relevant sections at headquarters, as well as with Regional Offices and Field Units to ensure seamless and consolidated services in accordance with regulations and rules, pertinent policies and internal procedures. 

Reporting to the Operations or Payroll Associate, Volunteer Services, who coordinates volunteer services for a specific region, the Operations Associate provides support to the recruitment, volunteer management and payroll services of UN Volunteers. Providing support to multiple countries within a specific region, he/she focuses on improved efficiencies to expedite delivery and works closely with other VSC Operations Associates to streamline processes and maximize output.

Provision of recruitment and volunteer management services

• Verify quality and consistency of Description of Assignments (DOAs), especially that required educational and professional background corresponds to the tasks and responsibilities of the assignment;
• Identify suitable candidates for UN Volunteer assignments, according to DOA requirements and as per corporate Key Performance Indicators, using talent management to ensure the strongest caliber of candidates
• Comply with all procedures pertaining to the selection of volunteers for specific assignments
• Provide volunteer management services encompassing the full cycle of volunteers’ engagement, from attraction through deployment and separation, in adherence to established regulations and policies;
• Record actions and data in the volunteer management systems as per policies;
• Guide candidates, UN Volunteers and their host entities on the Conditions of Service, as well as and on the volunteer management cycle, and prepare specific briefs, as required;
• Prepare offers. contracts and payments for one-time and recurring entitlements through payroll and vouchers;
• Ensure timely and accurate determination and processing of entitlements for UN Volunteers;
• Ensure accurate payroll data entries, verification and validation to reduce recoveries, advances and other exceptional payments;
• Facilitate timely resolution of queries for all volunteer recruitment, management and payment related transactions;
• Contribute to the improvements of systems and workflows by identifying bottlenecks and proposing solutions to streamline processes. Alert on deficiencies or risks and escalate related issues to direct supervisor’s consideration;
• Liaise with Regional Offices and Field Units to look into special situations and provide guidance on applicable regulations, rules and policies to ensure full compliance with accountability framework;
• Provide support to developing and regularly adjusting Standard Operating Procedures (SOPs).

Administration of payroll services

• Ensure full compliance of Atlas payroll processes and procedures in line with UN, UNDP and UNV rules, regulations and policies, as well as effective implementation of the internal control framework;
• Ensure timely and accurate determination and processing of entitlements for UN Volunteers;
• Ensure accurate payroll data entries, verification and validation to reduce recoveries, advances and other exceptional payments;
• Maintain records (amounts, currencies and schedules) and processing of recovery in Atlas for all payroll-related advances which are paid out in Atlas;
• Support banking and disbursement services;
• Take timely corrective actions on erroneous data in Atlas that affects the payroll;
• Timely follow up with relevant staff on volunteer payroll issues;
• Prepare vouchers for UN Volunteers as required;
• Ensure queries from UN Volunteers related to payment and/or non-payment of their entitlements through payroll are addressed.

Facilitation of knowledge building and knowledge sharing

• Provide inputs to the design of training materials and corporate activities towards building the recruitment and volunteer management capacity of staff at the regional and country level; 
• Work directly with Field Units to support volunteer management and provide training to new staff as required;
• Synthesize lessons learnt and best practices in implementing volunteer management services to improve client satisfaction;
• Provide inputs and feedback for the improvement of IT support systems and related processes that enable the Centre’s timely and quality delivery.

Core Competencies:

Innovation

• Ability to make new and useful ideas work

Leadership

• Ability to persuade others to follow

People Management

• Ability to improve performance and satisfaction

Communication

• Ability to listen, adapt, persuade and transform

Delivery

• Ability to get things done while exercising good judgement

Technical/Functional Competencies:

Recruiting

• Knowledge of recruiting issues, procedures, and principles and the ability to apply them to strategic and/or practical situations to secure quality candidates

Quality Assurance

• Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled

Relationship Management

• Ability to engage and foster strategic partnerships with other parties, Inter-Agency Coordination and forge productive working relationships

Operational Efficiency

• Ability to identify and execute opportunities to improve operational efficiency

Knowledge Management

• Ability to capture, develop, share and effectively use information and knowledge

Education:

• Secondary education with technical training in human resources, business administration, or related areas;
• University degree in human resources, business administration is desirable, but it is not a requirement.

Experience:

• 6 years of relevant experience in HR and business administration;
• Knowledge of the conditions of service of the UN Common System or of international organizations is an asset.

Language Requirements:

• Fluency in English;
• Proficiency in French and/or Spanish is an asset.

Others:

• Proficiency in the use of office software packages (ERP, MS Word, Excel, PowerPoint, etc.) and experience in handling of web-based management systems is highly desirable.

Note:

• Only short-listed applicants will be contacted;
• The successful candidate will hold a UNDP letter of appointment;
• This post is for local recruitment only. It is open to citizens of the European Union (EU) member states or holders of residence and unlimited work permits in EU member states. All travel, interview and relocation costs, if any, incurred to take up an appointment at the duty station in Bonn are at the expense of the applicant.

Applicant information about UNDP rosters

UNDP/UNV 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/UNV at the same grade level and with similar job description, experience and educational requirements.

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