Location:

Nairobi, Kenya
Salary:

negotiable / YEAR
Job type:

CONTRACTOR
Posted:

2 months ago
Category:

Administration
Deadline:

25/07/2024

JOB DESCRIPTION

JOB DETAILS:

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.

Under the guidance of Deputy resident Representative – Operations, the Operations Associate will contribute to the implementation of the UNDP Somalia Office goals and to support Operations Team with the processes related to the year-end and start of the year, while promoting a client, quality, and results-oriented approach that works in close collaboration with operations staff.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operational and financial strategies
Support to logistic and administrative management
Provide administrative and financial control in the office

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

Support DRR-O/ FRMU with management of Common Services budgets, production and analysis of detailed financial reports, monitoring of significant expense items, detailed expenditure reviews, revisions of budgets as need may be and processing of all operational annual budgets.
Invoice monitoring, following up with Agencies for overdue settlement of bills, provide regular status of common services bills, monitor and track expenditure on common services budgets.
Effective compliance with financial processes, financial records and reports as well as adherence to UN/UNDP rules, regulations, policies and strategies, and implementation of effective and localized internal controls.
Enhance CO finance business processes mapping, in consultation with the FRMU and CO management, by developing comprehensive standard operating procedures (SOPs) for the effective management of cash received by Area offices and the management of petty cash for NISA and SPU field visits/ security escorts.
Regular follow up with GSSC for pay cycle related transactions and delayed payments, review and resolve all invoices with uncomplete, needs validation and rejected status in Quantum.
Fully participate in the year end financial closure activities and setting up of processes and systems for the start of the financial year.

2. Supports logistic and administrative management focusing on achievement of the following results:

Ensuring full compliance of administrative and logistics activities with UN/UNDP rules, regulations, policies and strategies.
Support the admin unit with travel requests by creating travel profiles and claims for front office and operations teams in UNall.
Support e-filling of documents in the archive with an aim of reducing the charges of rental facilities for archive; ensuring safekeeping of confidential materials.
Drafting of correspondence related to staff travel and support with protocol matters, coordination with local authority.
Support to the organization of administrative payment processes including preparation of e-requisitions, receipting POs related to admin.
Offer guidance and training to units and staff to improve understanding and compliance with policy in the processing of travel-related expenses.
Perform any other duties related to administration as requested by the supervisor.

3. Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

Raise e-requisitions for procurement process requests for operations request.
Comprehensive clean up/ and updating of the Agency Service Request (ASR) platform by ensuring that all services processed on behalf of the agencies are properly captured and recorded on the ASR platform for cost recovery.
Prepare and maintain a matrix of all paid Danger Pay and R&R lumpsums for the international staff in Mogadishu.

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

Training of staff engaged in the management and recording of physical office inventory.
Briefing of staff members on issues relating to operations.
Sound contributions to knowledge networks and communities of practice.

Competencies

Core

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

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

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.

Administration & Operations

UN travel documents: Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas and ensure oversight and endorsement.

Administration & Operations

Entitlement travel; Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well as other UN agencies.

Required Skills and Experience

Education:

Secondary education is required, or
University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.

Experience:

A minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of progressively responsible administrative or project experience is required

Required skills:

Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages.

Desired skills:

Experience in preparation of financial reports and overviews
Knowledge of administrative and financial control
Experience in administrative management
Experience in operational and financial strategies
Experience in operations policies and procedures

Required Language(s):

Fluency in English Language

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

Scam warning

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ABSTRACT:

United Nations Development Programme NPSA Operations Associate Kenya UNDP Jobs 2024

United Nations Development Programme looking for “NPSA Operations Associate”. Applicants with an Advanced degree may apply on or before 25-Jul-24.

The United Nations Development Programme has published a job vacancy announcement on 12/07/2024 for qualified applicants to fill in the vacant post of NPSA Operations Associate to be based in Nairobi , Kenya. For more jobs, please visit https://unjoblink.org

Company Name: United Nations Development Programme

Job Title: NPSA Operations Associate

Duty Station: Nairobi , Kenya

Country: Kenya

Application Deadline: 25-Jul-24

This job has expired.