Operations and Travel Associate- G6 (Pohnpei, FSM)

United Nations Development Programme (UNDP)


Variety, Fairness and Inclusion are core ideas at UNDP:  we worth variety as an expression of the multiplicity of countries and cultures the place we function, we foster inclusion as a manner of making certain all personnel are empowered to contribute to our mission, and we guarantee fairness and equity in all our actions. Taking a ‘go away nobody behind’ method to our variety efforts means growing illustration of underserved populations. Individuals who determine as belonging to marginalized or excluded populations are strongly inspired to use. Study extra about working at UNDP together with our values and inspiring stories.
UNDP doesn’t tolerate sexual exploitation and abuse, any form of harassment, together with sexual harassment, and discrimination. All chosen candidates will, subsequently, bear rigorous reference and background checks.

The United Nations Growth Programme (UNDP) is the information frontier group for sustainable growth within the UN Growth System and serves because the integrator for collective motion to comprehend the Sustainable Growth Targets (SDGs). UNDP is the main United Nations group preventing to finish the injustice of poverty, inequality, and local weather change. Working with our broad community of consultants and companions in 170 international locations, we assist nations to construct built-in, lasting options for folks and planet. The Fiji multi-country workplace covers ten international locations together with Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu in addition to gives help to regional initiatives. This place is situated on the UNDP Pacific sub-office in Pohnpei State within the Federated States of Micronesia which was established in October 2021. This workplace is about as much as serve the Federated States of Micronesia, Kiribati, Nauru, Palau and the Republic of the Marshall Islands. The workplace will work carefully with the UNDP Pacific workplace in Fiji to ship the UNDP multi-country programme doc (MCPD, 2023-2027) in these 5 international locations.


UNDP within the Pacific has developed its multi-country programme doc (MCPD, 2023-2027) to information its interventions within the subsequent 5 years in full alignment and on to contribute to the United Nations Sustainable Growth Cooperation Framework (UNSDCF, 2023–27). The Workplace covers 10 international locations within the Pacific with an in depth portfolio which has grown over time. The UNSDCF and UNDP MCPD are designed in full alignment with the 2030 agenda, Samoa Pathway, and 2050 Blue Content material Technique, which is endorsed by the Pacific Island International locations (PICs) amongst others. The UNDP Pacific Workplace subsequent five-year plan strategic priorities are encapsulated beneath three final result areas: (i) Planet, (ii) Prosperity, and (iii) Peace. Following a strategic overview course of which was accomplished in June 2022, UNDP Pacific workplace construction is aligned to the rising priorities of the workplace. On this regard, the programme portfolio will embody mutually reinforcing work streams crafted round two clusters (i) Resilience and Local weather Change; and ii) Inclusive development and Efficient governance, supported by a coverage and innovation workforce, Operations workforce, Administration and Oversight workforce that gives strategic steerage on  outcomes Administration  and compliance entrusted with the company alignment, programme finance administration and high quality assurance,  and strategic communications  workforce that gives information administration and communication help to all programme interventions.

Throughout the Workplace, the Operations Crew gives spine help and providers to programme associated to finance, human sources, digital providers, journey and logistics, in addition to widespread providers and transactions help. The workforce additional gives demand pushed Widespread providers to the UN businesses (per agreed procedures). As well as, the workforce will present administrative help to UNDP Workers together with undertaking personnel e.g., protocol, visa facilitation, journey, and others.

Duties and Duties
Below the general steerage of the Operations Supervisor and the direct supervision of the Administrative Analyst, the Operations and Journey Affiliate carries out Journey and administrative associated duties beneath her/his purview. The Operations and Journey Affiliate gives help to Workplace operations performing quite a lot of administration, registry and journey processes making certain prime quality and accuracy of labor. The Operations and Journey Affiliate promotes a shopper, high quality, and results-oriented method. S/he works in shut collaboration with the operations workforce and programme workforce within the Workplace, undertaking personnel and different UN businesses workers to alternate data and guarantee constant service supply.
  1. Assist Implementation of operational methods, specializing in achievement of the next outcomes:
  • Full compliance of administrative and journey actions with UN/UNDP guidelines, rules, insurance policies, and methods.
  • Contribution to proposal and implementation of value saving measures in administration and journey together with by means of negotiation with journey service supplier, association of essentially the most financial route and applicable itinerary.
  • Inputs to enterprise course of mapping and implementation of the interior normal working procedures (SOPs) in administration and journey.
  • Provision of inputs to preparation of operations workforce results-oriented work plans.
2. Efficient and environment friendly provision of administrative and monetary help providers, specializing in achievement of the next outcomes:
  • Course of and coordinate with MCO and GSSC the set-up of suppliers within the system, fee processing and reimbursement of fee claims of UNDP personnel and distributors
  • Assist to administration of workplace finances as required and processing of finances revisions together with reallocation of budgets as wanted in coordination with the Finance unit in Suva
  • Help in optimum value restoration as directed by supervisor.
  • Help in money administration processes and alternate as cashier for money disbursements made on website.
  • Help within the preparation of audits and implementation of audit suggestions.
3. Implementation of journey sourcing technique and administration of journey processes for the Workplace, initiatives and on the request of different Businesses specializing in achievement of the next outcomes:
  • Assortment and evaluation of market data in journey service areas.
  • Assortment of knowledge for varied surveys resembling DSA survey.
  • Processing of journey by means of using journey module in UNDP ERP system and ensures availability of finances
  • Guarantee environment friendly and well timed cost-recovery utilizing the ERP system for the journey providers offered by UNDP to initiatives and different Businesses.
  • Provision of knowledge to the vacationers on journey together with journey routes, airport and airways protocols, visa processing association of applicable lodging in addition to allowable Each day Subsistence Allowance as per UNDP coverage and guideline
  • Processing journey requests and submit journey declare for UNDP Personnel and different sponsored vacationers as per journey entitlements l making certain that the journey association comply with the UN/UNDP guidelines Edit/Replace of Traveler (provider profile) in Quantum and maintain it up to date regularly.
  • Assist and course of requests for visas, ID playing cards and different related documentations for UN/UNDP officers, if needed.
  • Association for airport pick-up for mission vacationers when required and help to expediting of customs and immigration procedures, as needed.
  • Processing of utility and renewal of UNLP for UN workers.
  • Present common inputs to journey database with none error.
  • Verify and make sure that invoices submitted by journey agent are error free and accompanies applicable supporting paperwork for well timed processing and funds
  • Guarantee well timed comply with up on excellent POs, closing of POs on time and integrity of PO information associated to journey providers.
  • Reconciliation of settlements to be paid in coordination with the finance unit in Suva, as required.
  • Preparation of routine correspondence, faxes, memoranda, and experiences in accordance with the SOP. Administrative and logistics help to conferences, workshops, retreats.
  • Assist to group of widespread admin and logistics providers.
  • Common upkeep of report recordsdata and environment friendly database administration
4. Ensures implementation of registry, reception and pouch providers specializing in achievement of the next outcomes:
  • Handle and oversee registry and reception providers that features customs and cargo clearance.
  • Receipts and dispatch of postals, pouches, and so on.; obtain, kind, register and distribute recordsdata and incoming messages/mail; obtain and course of outgoing messages/mail together with log expenses.
  • Assist in making ready payments for cost-recovery
  • Assist supervisor on UNDP surveys on information assortment and market analysis
  •  Keep an up-to-date submitting system
5. Ensures facilitation of information constructing and information sharing within the Workplace specializing in achievement of the next outcomes:
  • Participation within the coaching for the programme, operations and initiatives workers on administration and journey.
  • Sound contributions to information networks and communities of observe.
Carry out different duties inside the useful profile as assigned and deemed needed for the environment friendly functioning of the workplace.
Supervisory/Managerial Duties:  The Operations and Journey Affiliate can be liable for supervision, efficiency administration and growth of the Driver.
Obtain Outcomes: LEVEL 2: Scale up options and simplifies processes, balances pace and accuracy in doing work
Assume Innovatively: LEVEL 2: Supply new concepts/open to new approaches, display systemic/built-in considering
Study Repeatedly LEVEL 2: Go exterior consolation zone, be taught from others and help their studying
Adapt with Agility  LEVEL 2: Adapt processes/approaches to new conditions, contain others in change course of
Act with Dedication  LEVEL 2: In a position to persevere and take care of a number of sources of stress concurrently
Interact and Accomplice LEVEL 2: Is facilitator/integrator, convey folks collectively, construct/preserve coalitions/partnerships
Allow Variety and Inclusion LEVEL 2: Facilitate conversations to bridge variations, considers in resolution making
Individuals Administration (Insert beneath normal sentence if the place has direct experiences.)

UNDP Individuals Administration Competencies might be discovered within the devoted site.

Cross-Practical & Technical competencies (insert as much as 7 competencies) 

Thematic Space Title Definition
Enterprise Administration Buyer Satisfaction/Shopper Administration
  • Capability to reply well timed and appropriately with a way of urgency, present constant options, and ship well timed and high quality outcomes and/or options to fulfil and perceive the true clients’ wants.
  • Present inputs to the event of customer support technique.
  • Search for methods so as to add worth past purchasers’ speedy requests.
  • Capability to anticipate shopper’s upcoming wants and considerations.
Administration & Operations UN journey paperwork Data of regulatory frameworks and processes associated to UN journey paperwork; means to facilitate the insurance coverage of UN journey paperwork for UNDP and UN businesses; processing of visas, and guarantee oversight and endorsement
Administration & Operations Journey coverage and procedures Data of journey coverage and procedures; means to interpret journey coverage, the Workers Guidelines, administrative circulars and monetary rules and guidelines on travel- associated issues.
Administration & Operations T&E Money Advance Reconciliation Data of coverage and procedures on T&E money advance reconciliation; means to hyperlink T&E Money Advance transactions with transactions within the Common Ledger together with case evaluation for clearances for employees separating from the group
Administration & Operations Occasions administration (together with retreats, trainings and conferences) Capability to handle occasions, together with venue identification, lodging, logistics, catering, transportation, and money disbursements, and so on.
Administration & Operations Paperwork and data administration Total doc (onerous or digital) administration; registry and retention coverage together with storing and archiving.
Required Expertise and Expertise
  • Completion of Secondary schooling is required or
  • Bachelor’s diploma in Finance, Enterprise or Public Administration can be given due consideration
 Expertise, Data, and Expertise
  • Minimal of 6 years (secondary schooling) or 3 Years (Bachelor’s diploma) of progressively expertise of working in Administration; information of economic administration or accounting expertise is required.
  • Expertise within the utilization of computer systems and workplace software program packages (MS Phrase, Excel, and so on) advance information of spreadsheet and database packages, expertise in dealing with of web-based administration programs required.
  • Data of IPSAS and/or IFRS required.
  • Fluency in English is a requirement, native language is an added benefit.
Please be aware that continuance of appointment past the preliminary 12 months is contingent upon the profitable completion of a probationary interval.
Below US immigration regulation, acceptance of a workers place with UNDP, a global group, might have vital implications for US Everlasting Residents. UNDP advises candidates for all skilled degree posts that they need to relinquish their US Everlasting Resident standing and settle for a G-4 visa, or have submitted a sound utility for US citizenship previous to graduation of employment.
UNDP just isn’t able to supply recommendation or help on making use of for US citizenship and subsequently candidates are suggested to hunt the recommendation of competent immigration legal professionals relating to any functions.
Applicant details about UNDP rosters
Observe: UNDP reserves the proper to pick out a number of candidates from this emptiness announcement.  We may retain functions and take into account candidates making use of to this submit for different related positions with UNDP on the identical grade degree and with related job description, expertise and academic necessities.
UNDP has a zero-tolerance coverage in the direction of sexual exploitation and misconduct, sexual harassment, and abuse of authority. All chosen candidates will, subsequently, bear rigorous reference and background checks, and can be anticipated to stick to those requirements and ideas.
UNDP is an equal alternative and inclusive employer that doesn’t discriminate based mostly on race, intercourse, gender identification, faith, nationality, ethnic origin, sexual orientation, incapacity, being pregnant, age, language, social origin or different standing.
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