Operations Assistant

Information

Common information

Background

Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

As the United Nations lead agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities, and to build resilience to achieve the Sustainable Development Goals. Our work is concentrated in three focus areas; sustainable development, democratic governance and peace building, and climate and disaster resilience. UNDP advocates for change, and connects countries to global knowledge, experience and resources to help people build a better life.

UNDP has supported Kyrgyzstan’s development progress since 1992 and supports the country in charting future pathways towards greater prosperity, resilience, and social cohesion. As an impartial policy advisor and integrator, UNDP works within the UN system and with all stakeholders in government, civil society, and private sector to advance inclusive, fundamentally sound development solutions and reforms in complex settings. Our United Nations identity ensures neutrality and respect for people’s choices. Transparency and accountability in operations makes us a trusted partner for national and international development stakeholders. 

UNDP encourages and enables collective intelligence, collaboration, integration, critical thinking, and thought leadership. We mainstream innovation, digitalization opportunities, gender equity and diversity/inclusion principles in all aspects of our work. Our staff consistently strive for excellence, effectiveness, efficiency and inclusion across all areas of work. 

In close cooperation with the UNDP Programme teams and other Country Office units, the Operations team supports the UNDP Country Office and programme implementation through the provision of relevant and timely procurement, finance, ICT and digital services, General Admin Services, Common Services, and Human Resources support. This includes a focus on collaboration, innovation, speed and administrative efficiency as well as advisory services for enhanced planning. 

The unit contributes to a collective engagement with other teams, partners, and clients to offer timely, well-planned, and efficient services that meet the standard and requirements of UNDP policies and procedures. Through cross-unit collaboration, the teams harness innovation and digital solutions, while fostering an environment of continuous learning. 

Position purpose: Under the overall guidance and direct supervision of the Operations Manager, the Operations Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work and supports the Operations Manager in the administration and coordination of the Operations activities of the Country Office. The Operations Assistant promotes a client, quality and results-oriented approach.

The Operations Assistant works in close collaboration with the operations, programme, and project teams in the Country Office (CO) and with UNDP HQs, Regional Hub and GSSC staff, other UN Agencies staff, and Government officials ensuring successful Country Office (CO) performance in Operations.

Qualification requirements

Education:

• Secondary education with a minimum of 5 (five) years of relevant experience is required.
  A Bachelor’s Degree in Business Administration, Economics, Finance, Management or other relevant field with a minimum of 2 (two) years of relevant work experience may be accepted.

Experience:

• Minimum 5 years (with Secondary education) or 2 years (with Bachelor degree) of relevant experience in administration, operations, or project/ programme support service. 
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). 
• Experience in coordinating complex events/meetings with various internal and external participants is an asset.
• Practical experience in small scale procurement is an asset.
• Experience in an international organization or within the United Nations system is desirable.
• Experience in working with an ERP system is desirable.
• Fluency in English and Russian required. Kyrgyz language a strong advantage. Fluency in other UN languages is also beneficial.

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 

Business Management - Operations Management 

•    Ability to effectively plan, organize, and oversee the Organization's business processes in order to convert its assets into the best results in the most efficient manner.
•    Knowledge of relevant concepts and mechanisms.

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.
•    Provide inputs to the development of customer service strategy.
•    Look for ways to add value beyond clients' immediate requests. 
•    Ability to anticipate client's upcoming needs and concerns.

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.
•    Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Administration & Operations - Assets management    

•    Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements forAM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.

Administration & Operations - Documents and records management    

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

Administration & Operations - Management of shipments    

•    Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation.

Administration & Operations - Events management (including retreats, trainings and meetings)    

•    Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Duties

Duties and Responsibilities:

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of operations activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the CO operations business processes mapping and implementation of the internal standard operating procedures (SOPs), in line with GSSC services.
• Support timely case submission to GSSC as needed, and proactively follow-up for timely case completion.
• Provision of inputs to preparation of operations team results-oriented workplans.
• Contribute to UNDP being a partner of choice for operational backbone services in the UN system, and to the development of strong client relationships with UN agencies to which we provide Agency services.

2. Ensures effective and efficient functioning of the unit (operations unit), focusing on achievement of the following results:

• Contacts with visitors and staff, arrangement of appointments and meetings of the Operations Manager, acting as an interpreter when required and/or taking minutes.
• Compilation and preparation of briefing and presentation materials, background information and documentation for meetings and missions.
• Translation of simple correspondences, when needed.

3. Ensures effective administrative and logistical support, focusing on achievement of the following results:

• Organization, preparation of documents for UNDP shipments (sent), preparation of all necessary documentation, implementation of follow-up actions;
• Performance of a Travel Processor in ERP System and preparation of POs for travel activities;
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
• Administrative support to conferences, workshops, retreats;
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance;
• Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
• Maintenance of the filing system ensuring safekeeping of confidential materials;
• Extraction of data from various sources;
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
• Assistance in the preparation of budget, provision of information for audit.

4. Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports
• Maintenance of files and records relevant to office maintenance
• Provision of support to maintenance of common premises and common services

5. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration.
• Sound contributions to knowledge networks and communities of practice.

Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office. 

Supervisory/Managerial Responsibilities: N/A

Conditions

Disclaimer

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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