Operations Associate

Afghanistan remains one of the most gender-unequal countries in the world, with women facing systemic challenges hindering their access to education and employment opportunities in the public sector and restricting their participation in public life. UNDP remains committed to women’s empowerment through capacity-building initiatives, livelihoods and self-employment/employment support, enhancing gender-responsive decision-making at community level, and supporting local communities to include women, in line with UNSCR 1325 (Women, Peace, and Security). 

In order to enable UNDP to respond to the challenges, UNDP established 8 regional offices. The Regional Offices support representation, partnership, and quality implementation of the UNDP programmes. 

Duties:

Under the guidance and direct supervision of the Regional Area Manager, and working closely with the Operations Unit, the Operations Associate will be responsible for providing administrative and financial management support. The incumbent will be responsible for the following:

• Support in the implementation of operational and financial management strategies
• Support to ensure proper planning, internal control system, and safeguard measures for efficient and effective use of financial and other resources of the UNDP programme at the regional office.
• Ensure full compliance with UN/UNDP rules, regulations, and policies of financial activities, and financial recording/reporting system.
• Support in the preparation of budgets, periodic expenditure reporting, donor reporting and other financial reports.
• Properly manage bank and cash operation of the Regional Office.
• Maintain complete sets of books of accounts and financial records, on a daily basis, following standard accounting principles.
• Support in analysis and monitoring of the financial situation, presentation of forecasts for the UNDP programme, monitoring of financial exception reports for unusual activities, and transactions executed.
• Ensure financial transactions are authorized, recorded, and filed with adequate supporting documentation.
• Preparation and monitoring of budgets; regular analysis, and reporting on the budget approvals, and the delivery situation.
• Provide coordination support in the audit and spot check process in accordance with UN/UNDP rules, regulations, policies, and procedures, including pre-audit preparations, and ensure continuous follow-up on the implementation of audit findings.

Ensure effective administrative support:

• Support in all administrative work for smooth implementation of the UNDP programmes in the region.
• Support data entry, verification, and accuracy of reporting by partners within UNDP online systems such as AIMs, other platforms or offline.
• Support consolidating data, pictures and other inputs for success stories and communication materials. Assist in facilitating missions to the region logistically including airport pick-ups, accommodation arrangement, and support to agenda preparation.
• Assist in organizing office meetings and minutes writing and disseminate information to regional staff regularly. 
• Maintain up-to-date office and programme files, online and ensure that key documentation is saved and organized in UNDP SharePoint.
• Assist in preparing annual and quarterly work plans and periodic reporting.
• Assist in coordinating the travel of regional office staff, consultants, and partners according to related projects work plan.
• Ensure availability, efficient deployment, and regular maintenance of programme equipment, including vehicle(s), computers, and other equipment for operational purposes.
• Prepare various contractual documents related to the procurement of goods and services, ensuring adequate protection of the interest of the programme, and follow-up on the status of contracts.
• Ensure that vehicle logbooks are systematically maintained by the Drivers, vehicles are in proper condition, and office supplies are well stocked and properly accounted for.
• Provide support in administering recruitment and procurement of goods and services, in accordance with UNDP rules and procedures.
• Perform other administrative duties related to the regional office, as assigned by the Area Manager.
• Support knowledge building and knowledge sharing on financial and administrative matters
• Ensure facilitation of knowledge building, and knowledge sharing, and provide guidance to all stakeholders on financial and administrative matters.
• Support the organization/conduct of training on financial management and administrative procedures.
• Document lessons learned and best practices in financial management and administration.

Education:

• Secondary education is required OR
• Bachelor’s degree in finance/accounting, Business, or Public Administration, or a professional accounting qualification from an internationally recognized institute of accountancy will be given due consideration,

Experience, Knowledge, and Skills:

• Minimum of six (06) years with Secondary education, or three (03) years with a bachelor’s degree of relevant experience in Business Administration, financial management, Public Administration and oversight, work in various aspects of administration including but not limited to general administration, procurement, and human resources.
• Knowledge of, and familiarity with the Region is a requirement.
• Ability to work independently, take initiative, be proactive, accurate, reliable, and impartial.
• Knowledge and experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP, data management and reporting.
• Experience in financial management and oversight, work in various aspects of administration including general administration, procurement, and human resources is desired.
• Experience from previous UN assignments and/or multilateral and bi-lateral aid organizations would be an asset.
• Finance or Accounting professional Certification would be an asset.
• UN or NGO previous relevant experience would be an asset.
• Experience of supervising staff is desired.

Language Requirements:

• Proficiency in English is required – both written and oral.
• Fluency in the local language of duty station Dari and/or Pashto is required.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/24634