Operations Associate

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Position Title: Operations Associate
Location: Ulaanbaatar
Country: Mongolia
Deadline Date:

Job Details

Job Posting Organization:
The United Nations Development Programme (UNDP) is a global development network established in 1965, with a mission to eradicate poverty and reduce inequalities through sustainable development. UNDP operates in approximately 170 countries and territories, working with governments and people to address development challenges. The organization employs thousands of staff members worldwide, focusing on various areas including democratic governance, sustainable development, and resilience building.

Job Overview:
The Operations Associate plays a crucial role in ensuring effective and efficient service delivery within the administrative unit of UNDP and the UNDP Front Office. This position requires a high level of confidentiality and adherence to protocol procedures, as well as the management of information flow and follow-up on deadlines and commitments. The Operations Associate is expected to promote a collaborative, client-focused, high-quality, and results-oriented approach in their assigned units. The role encompasses a wide range of operational and administrative activities, including maintaining office documents, processing payments, arranging travel, managing fleet operations, coordinating events, and assisting with asset management. The Operations Associate will also provide technical assistance for audit preparations and support the operations team as needed.

Duties and Responsibilities:

• Maintain office administrative documents, files, and records according to corporate guidelines, including both online and offline archiving.
• Process payments and follow up as guided by the supervisor.
• Arrange travel logistics, including ticket purchases, hotel reservations, and preparation of travel authorizations and daily subsistence allowance calculations.
• Manage fleet operations by receiving and managing carpooling requests, maintaining accurate logs of maintenance schedules, and ensuring timely completion of maintenance tasks.
• Coordinate planned events such as workshops, retreats, and seminars for the country office and other UN entities, ensuring smooth administration and logistics.
• Conduct asset management activities, including tagging furniture and equipment, updating asset ledgers, and monitoring asset movements.
• Provide technical assistance in the implementation and reporting of the Country Office Audit preparation.
• Validate and deploy audit materials, and assist in developing outlines and content for audit preparations.
• Support the operations team with any additional tasks as guided by the supervisor. 1
• Maintain the supervisors’ calendars, manage appointments and meetings, and act as an interpreter when required. 1
• Prepare high-quality briefing materials for supervisors and maintain protocol procedures. 1
• Manage correspondence, directives, and tracking of deadlines, ensuring effective communication within the office.

Required Qualifications:

• Secondary Education is required, with specialized secretarial training.
• A university degree in Social Sciences, Management, Business Administration, Public Administration, Finance, or equivalent is preferred but not mandatory.
• Minimum of 6 years of relevant progressively responsible secretarial, administrative, and/or programme experience is required for candidates with a high school diploma, or 3 years for those with a bachelor’s degree.
• Experience working with UN/UNDP or international organizations is an asset.
• Proficiency in using computers and office software packages (MS Word, Excel, etc.), as well as web-based management systems such as ERP.

Educational Background:
Candidates must possess at least a secondary education with specialized secretarial training. A university degree in relevant fields such as Social Sciences, Management, Business Administration, Public Administration, or Finance will be considered an advantage, although it is not a strict requirement.

Experience:
The position requires a minimum of 6 years of relevant experience for candidates with a high school diploma, or 3 years for those with a bachelor’s degree. Experience should be progressively responsible in secretarial, administrative, or programme roles, ideally at both national and international levels. Familiarity with UN/UNDP or international organizations is highly desirable, as is proficiency in using office software and management systems.

Languages:
Fluency in both English and Mongolian is required for this position. Proficiency in additional languages may be considered an asset but is not mandatory.

Additional Notes:
The position is full-time and may involve working with international teams. UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, and all selected candidates will undergo rigorous reference and background checks. The organization promotes diversity and inclusion, ensuring equal opportunities for all applicants regardless of their background. Additionally, applicants should be aware of the implications of accepting a position with UNDP if they are US Permanent Residents, as they may need to relinquish their status or apply for US citizenship prior to employment.