Operations Associate (NPSA6, Short-Term, Office-Based)

Background

UNDP, as an integral part of its mission to fight poverty and improve the lives of people around the world, is committed to being open, transparent and accountable. In 2015, as part of this commitment UNDP established a Global Shared Service Centre (GSSC) to ensure optimal and consistent provision of operational services in the areas of finance, HR, procurement, administration to UNDP Offices worldwide, and to provide training to UNDP Offices where needed. The Global Shared Service Centre (GSSC) is part of the Bureau for Management Services (BMS).

Based in Copenhagen, the GSSC HR/Operations team provides operational interlocutor support from an HR, administrative and operational perspective to the main pillar of GSSC departments which provide GSSC services to clients and partners. It acts as an efficient and client-oriented “go-to” team for implementation of services and activities. The Operations Team is, amongst others, responsible for delivery of services related to financial management, procurement, inventory and asset management, travel and logistics as well as human resources management and protocol services. This back-office support is provided to GSSC colleagues serving in Copenhagen and in the regional locations: Addis Ababa, Amman, Bangkok, Dakar, Istanbul and Panama City.

Under the overall guidance of the HR Analyst (Operations), the incumbent provides, the Operations Associate ensures administrative planning and support, execution of transparent and efficient operational services and processes, management of budget and good communication. The Operations Associate promotes a collaborative, client-oriented approach and supports the maintenance of high staff morale. 

The Operations Associate will work closely with colleagues in the GSSC HR/Operations Team as well as with other units in GSSC in Copenhagen and in regional offices. S(he) will also have the opportunity to collaborate with colleagues in other UNDP units in the UN City and other UN agencies staff.

Duties and Responsibilities

1. Provision of effective and efficient administrative support services:

• Organization of travel including purchase of tickets, travel arranging in the Quantum Travel Module, DSA calculation and payment.
• Travel visa support.
• IC and short-term PSA administration: Assisting with the drafting of job descriptions and screening of candidates with close collaboration with the requesting unit, preparing the contract and related purchase orders and making payments against submitted timesheets.
• Prepare purchase orders and monitoring of payment.
• Support to administration, coordination and logistical preparation of GSSC internships.
• Filing official documents including invoices, contracts for internal and external audit purposes.

2. Support to supply and assets management:

• Support preparation and conduction of GSSC procurement processes in full compliance with UN/UNDP rules, regulations, policies and strategies, implementation of effective internal controls. 
• Preparation and conduction of micro-purchase processes in and outside of Quantum.
• Coordination of GSSC assets management, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items in coordination with GSSC asset management focal points.
• Coordination and monitoring of the provision of reliable and quality office supplies and minor IT equipment.

3. Support to knowledge building and knowledge sharing:

• Support and organization of trainings on administrative issues.
• Synthesis of lessons learned and best practices in administration and operations.
• Sound contributions to knowledge management networks and communities of practice.

4. Effective administrative, logistical and onsite support:

• Coordination of conferences, workshops, retreats, as applicable.
• Support to management of GSSC mail and DHL service delivery.
• Support and monitoring of office and maintenance related expenses in coordination and communication with general UN City Common Services.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables, and reports
• Process actions/transactions in Quantum as applicable and as required.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

The Operations Associate (NPSA6) will be reporting to HR Analyst (Operations). As several tasks are performed onsite and in the office, the Operations Associate (NPSA6) is expected to be physically present in the office on a daily basis. 

Competencies

Core Competencies:

Achieve Results:

• LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

• LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 

Learn Continuously:

• LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

• LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 

Act with Determination:

• LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

• LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

• LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Cross-Functional & Technical Competencies:

Administration & Operations / Assets Management:

• Knowledge of policy & procedures on PP&E;
• maintain Asset Management; develop supporting tools for assets certification perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.

Administration & Operations / Inventory management:

• Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above. 

Administration & Operations / Documents and records management:

• Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Business Development / Knowledge Generation:

• Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.

Business Management / Communication: 

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

Business Management / Digital Awareness and Literacy: 

• Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.

Business Management / Customer Satisfaction / Client Management: 

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. 
• Ability to anticipate client’s upcoming needs and concerns.

Required Skills and Experience

Education:

• Secondary Education is required.
• A University Degree in Business Administration, Public Administration and any other related fields, will be given due consideration, but it is not a requirement.

Experience:

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Prior experience and good knowledge of local administrative procedures is an asset.
• Experience in handling web-based management systems and ERP HR and Finance module experience, especially Oracle/Quantum is desirable. 
• Experience applying UNDP HR Policies and Procedures, UN Staff Regulations, and administrative rules and regulations is preferred.

Language Requirements:

• Fluency in English.
• Knowledge of other UN working languages would be an asset.

Important applicant information
 
All posts in the NPSA categories are subject to local recruitment. 

Only short-listed candidates will be notified.

Possibility for Roster. 

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.

 
Non-discrimination

 
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

 
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

 
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