UN Offices

Operations Associate (UN Capital Development Fund)

UN Offices

Job Description

UN Capital Development Fund (UNCDF) makes public and private finance work for the poor in the world’s 47 least developed countries. With its capital mandate and instruments, UNCDF offers “last mile” finance models that unlock public and private resources, especially at the domestic level, to reduce poverty and support local economic development. UNCDF’s financing models work through two channels: financial inclusion that expands the opportunities for individuals, households, and small businesses to participate in the local economy, providing them with the tools they need to climb out of poverty and manage their financial lives; and by showing how localized investments—through fiscal decentralization, innovative municipal finance, and structured project finance—can drive public and private funding that underpins local economic expansion and sustainable development. By strengthening how finance works for poor people at the household, small enterprise, and local infrastructure levels, UNCDF contributes to SDG 1 on eradicating poverty with a focus on reaching the last mile and addressing exclusion and inequalities of access. At the same time, UNCDF deploys its capital finance mandate in line with SDG 17 on the means of implementation, to unlock public and private finance for the poor at the local level. By identifying those market segments where innovative financing models can have transformational impact in helping to reach the last mile, UNCDF contributes to a number of different SDGs and currently to 28 of 169 targets. Position Context: UNCDF Management Support Unit (MSU) is based in UNCDF Headquarters, New York along with out-posted staff across regional offices and multiple country locations. MSU team works to enhance the institutional effectiveness of UNCDF through operational solutions, development of management policies, prescriptive content, and overall management of all operational, Resource Management and financial aspects of the organization.  MSU oversees policy adherence, safeguarding UNCDF and Executive Secretary’s accountability while providing advisory, transactional services and support to UNCDF in its core functional areas of accounts and finance; human resources; operations and procurement; and information technology. Under the supervision of the UNCDF Management Support Unit MSU Operations Specialist, the Operations Associate provides operations related services for UNCDF ensuring high quality and accuracy of work in order to obtain the optimum operations services. He/she analyzes and interprets rules and guidelines regarding procurement, travel and admin services and provides solutions to a wide spectrum of complex issues related to operations. The Operations Associate closely monitors and alerts the senior management of any deviations from the rules and regulations.  The Operations Associate promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of operational services.The Operations Associate works in close collaboration with the MSU Procurement & other team to provide admin / procurement / travel backup services as needed. It is a local GS fixed-term position based in New York, USA and is subject to local recruitment rules and regulations. Duties and Responsibilities Summary of Key Functions:
  • Implementation of operational strategies

  • Support and implementation of the Procurement Management processes

  • Support the Administrative and travel functions

  • Support to knowledge building and knowledge sharing

Detailed Description:
  1. Ensures effective implementation of Operational Strategies focusing on achievement of the following results:

  • Full compliance of UNCDF/UNDP rules and regulations, policies and strategies on procurement management.

  • Ensure implementation of cost saving measures on procurement and admin. services.

2.  Support the implementation of Procurement Management functions:
  • Process procurement requests

  • Preparation of contracts and other procurement documentation as requested.

  • Act as member of the Contracts, Assets and Procurement Committee CAP

  • Efficient administrative support including the replenishment of office supplies and the office space management.

  1. Support and implementation of Administrative and Travel Management processes for UNCDF units and programmes, focusing on achievement of the following results:

  • Processing travel authorizations and travel claims in line with travel entitlements for staff and consultants, ensuring that the travel arrangement follow the UNCDF / UNDP rules and regulations.

  • Processing of travel requests TRs / ERs in Atlas. Ensures availability of budget according to COAs.

  • Follow-up with contracted travel agent / UNDP travel unit to ensure provision of high-quality professional service and most competitive price.

  • Provision of information to the staff on travel including entitlements, travel route and Security Clearance when required.

  • Processing requests for visas for UNCDF travelers.

  • Processing of application and renewal of UNLP for UNCDF staff.

  • Preparation of routine correspondence and reports in accordance with UNCDF SOPs.

  1. Supports Knowledge Building and Knowledge Sharing in the unit focusing on achievement of the following results:

  • Briefing/debriefing of staff members on issues relating to the area of work (Travel and the administrative procedures)

  • Participation in the training for the programme, operations and projects staff on travel.

  • Sound contributions to knowledge networks and communities of practice.

The key results have an impact on the execution of the UNCDF procurement and administrative & travel services management in terms of quality and accuracy of work completed.  Accurate data entry, presentation of information and client-oriented approach enhances UNCDF capability in provision of efficient and first-class procurement and travel services. Competencies Core Compentencies
  • Innovation: Ability to make new and useful ideas work

  • Leadership: Ability to persuade others to follow

  • People Management: Ability to improve performance and satisfaction

  • Communication: Ability to listen, adapt, persuade and transform

  • Delivery: Ability to get things done while exercising good judgement

Functional/Technical Competencies
  • Subject Matter Expertise (Procurement/Operations): Understands more advanced aspects of primary area of specialization as well as the fundamental concepts related to digital innovation and regulation of financial inclusion

  • Project Management: Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals.

  • Office AdministrationAbility to manage day-to-day office activities (including but not limited to travel management, facilities and Asset Management, policy and procedures maintenance) to meet operational needs.

  • Results Based Programming: Assesses project performance to identify success factors and incorporates best practices into project work

Required Skills and Experience Education:
  • Secondary education. Specialized training in travel and procurement desirable.UNDP Procurement Certification programme/certification is considered highly desirable.

  • Candidates having Bachelor’s degree or equivalent and three years of relevant work experience.

Work Experience:
  • Six (6) years of relevant administrative experience in the areas of travel services, administration or procurement; or Candidates having Bachelor’s degree or equivalent and three years of relevant work experience.

  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web-based Management Systems.

  • Professional fluency in English required (Written & Spoken Verbal Skills)

  • French language knowledge is considered desirable, in addition to main language requirements.

Disclaimer Important applicant information All posts in the GS categories are subject to local recruitment. Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC. Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs. Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT). External applicants to General Service (GS) positions in New York who already possess a Bachelor’s degree or an accredited certification in a technical field (e.g. IT, Finance, or Procurement) will not need to obtain/pass the UN Administrative Support Assessment Test (ASAT). However, passing specialized tests (e.g. Finance and Accounting technical assessments) may still be required for some General Service (GS) positions, as specified in the vacancy announcement. Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing. 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. Workforce diversity UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence. Scam warning The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
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