Vacancy Announcement
Position title: Operations Associate
Duration: 1 (one) Year, extendable
Type of Contract Fixed Term Appointment
Position Level GS-7 (1 post)
Organizational Unit: UNDP, Procurement Unit
Duty Station: Dili, Timor - Leste
Expected Start date: January 2009
Organizational Context
Under the overall guidance and supervision of the Operations Analyst, the Operations Associate provides the overall administration and execution of varied and inter-related operational and logistical activities in the Country Office, ensuring high quality and accuracy of work. The Operations Associate promotes a client, quality and results-oriented approach.
The Operations Associate works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities:
1. Ensures implementation of the operational strategies focusing on achievement of the following results:
• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
• Preparation of administrative team results-oriented work plans.
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.
2. Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:
• Coordination and supervision of support staff engaged in the fields of general services; registry, transport, etc.
• Coordination and supervision of visa applications, travel, events management, administrative surveys, transportation services and insurance and space management
• Presentation of thoroughly researched information for planning of financial resources for administrative services
• Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
• Submission of information on administrative services provided for cost-recovery bills
• Provision of relevant payments processes in ATLAS
3. Ensures effective administrative and financial control in the office, focusing on achievement of the following results:
• Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
• Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Atlas;
• Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
• Proper inventory control; supervision of proper issuance of inventory items and supplies.
• Review of travel authorizations, documentation, payments
• Assistance in the preparation of budget, audit and other reports.
• Provision of researched information, reports for audit exercises.
4. Provision of travel services focusing on achievement of the following results:
• Verification of travel entitlements and budgetary provisions when authorized, issues travel
• authorizations reflecting relevant entitlements
• Liaising with selected Travel Agency for all travel needs including tickets, hotel reservations and
• Airport pickup service.
• Liaising with agencies for any deviation from original authorizations
• Monitors the performance of the selected Travel Agency
• Management of relevant payment to Travel Agency in and outside ATLAS
• Management of visa requests and travel permits, arranges VIP service for high-ranking UN officials
• Provision of advice for travelers of required documentation needed e.g. visas, transit-visas and Vaccinations.
• Ensures that details of DSA advance, hotel reservations and other details are made available to traveler.
• Processing of travel claims.
• Provides information for cost recovery.
5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
• Organization of training for the operations/projects staff on administration which includes travel related matters.
• Briefing to staff members on general administrative matters; provision of advice and administrative support.
• Sound contributions to knowledge networks and communities of practice
Required Qualifications:
• Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement
• 5 to 7 years of relevant experience in administration services which include strong experience in travel management
• Experience in the usage of computers and office software packages (MS Word Excel, etc) and experience in handling of web based management systems,
• Fluency in English. Working knowledge of Portuguese or Tetum or Bahasa Indonesia is an asset.
Please submit your applications together with curriculum vitae and relevant supporting documents to the following address:
Human Resources Unit
United Nations Development Programme
Obrigado Barracks Compound, Building 11
Caicoli Street,
Dili, Timor-Leste
Fax: +670 3313534
E-mail: personnel.tp@undp.org
The deadline for submitting applications is 27 Nov 2008
Only short-listed candidates will be notified. Women candidates are strongly encouraged to apply.
Thursday, November 13, 2008
UNDP Shipping Inventory Management Associate Deadline 27 November 2008
Vacancy Announcement
Position title: Shipping and Inventory Management Associate
Type of Contract: Fixed Term Appointment
Position Level: GS-6
Organizational Unit: UNDP, Procurement Unit
Duty Station: Dili, Timor - Leste
Duration: 1 (one) Year, extendable
Expected Start date: January 2009
Organizational Context
Under the guidance and supervision of the Procurement Analyst, the Shipping and Inventory Management Associate ensures execution of transparent and efficient procurement services and processes in Country Office. The Shipping and Inventory Management Associate promotes a client-focused, quality and results- oriented approach in the Unit.
The Shipping and Inventory Management Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.
Duties and Responsibilities:
1. Ensures implementation of the operational strategies focusing on achievement of the following results:
• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control;
• CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.
2. Provision of shipping and customs clearance services for the CO, DEX projects and at the request of other Agencies focusing on achievement of the following results:
• Support to organization on shipping processes including preparation of relevant documentation and timely action on both incoming and outgoing consignments;
• Inventory and storage of goods received
• Timely handing over of goods to beneficiaries
• Provides inputs for cost-recovery bills in Atlas for the procurement/shipping services provided by UNDP to other Agencies.
• Verifies and certifies that goods are received in good condition, certifies invoices for payment.
• Forecast stocks required and ensure adequate supplies available in stores.
• Issue of stationery and supplies
• Maintenance of filing systems
3. Ensures implementation of sourcing strategy focusing on achievement of the following result:
• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
4. Ensures proper control of CO Assets and Inventory focusing on achievement of the following result:
• Preparation of inventory reports.
• Implementation of Inventory and physical verification control in the CO and projects.
• Preparation or review of submissions to CAP or ACP as needed
• Operations of assets and inventory in ATLAS
5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
• Organization of trainings for the operations/ projects staff on procurement issues.
• Synthesis of lessons learnt and best practices in procurement
• Sound contributions to knowledge networks and communities of practice.
Required Qualifications:
• Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement
• 5 to 7 years of experience in procurement which includes assets management is required at the national level.
• Experience in Experience in the usage of computers and office software packages (MS Word Excel, etc) and experience in handling of web based management systems, Atlas applications and global payroll systems.
• Fluency in English. Working knowledge of Portuguese or Tetum or Bahasa Indonesia is an asset.
Please submit your applications together with curriculum vitae and relevant supporting documents to the following address:
Human Resources Unit
United Nations Development Programme
Obrigado Barracks Compound, Building 11
Caicoli Street,
Dili, Timor-Leste
Fax: +670 3313534
E-mail: personnel.tp@undp.org
The deadline for submitting applications is 27 Nov 2008
Only short-listed candidates will be notified. Women candidates are strongly encouraged to apply.
Position title: Shipping and Inventory Management Associate
Type of Contract: Fixed Term Appointment
Position Level: GS-6
Organizational Unit: UNDP, Procurement Unit
Duty Station: Dili, Timor - Leste
Duration: 1 (one) Year, extendable
Expected Start date: January 2009
Organizational Context
Under the guidance and supervision of the Procurement Analyst, the Shipping and Inventory Management Associate ensures execution of transparent and efficient procurement services and processes in Country Office. The Shipping and Inventory Management Associate promotes a client-focused, quality and results- oriented approach in the Unit.
The Shipping and Inventory Management Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.
Duties and Responsibilities:
1. Ensures implementation of the operational strategies focusing on achievement of the following results:
• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control;
• CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.
2. Provision of shipping and customs clearance services for the CO, DEX projects and at the request of other Agencies focusing on achievement of the following results:
• Support to organization on shipping processes including preparation of relevant documentation and timely action on both incoming and outgoing consignments;
• Inventory and storage of goods received
• Timely handing over of goods to beneficiaries
• Provides inputs for cost-recovery bills in Atlas for the procurement/shipping services provided by UNDP to other Agencies.
• Verifies and certifies that goods are received in good condition, certifies invoices for payment.
• Forecast stocks required and ensure adequate supplies available in stores.
• Issue of stationery and supplies
• Maintenance of filing systems
3. Ensures implementation of sourcing strategy focusing on achievement of the following result:
• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
4. Ensures proper control of CO Assets and Inventory focusing on achievement of the following result:
• Preparation of inventory reports.
• Implementation of Inventory and physical verification control in the CO and projects.
• Preparation or review of submissions to CAP or ACP as needed
• Operations of assets and inventory in ATLAS
5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
• Organization of trainings for the operations/ projects staff on procurement issues.
• Synthesis of lessons learnt and best practices in procurement
• Sound contributions to knowledge networks and communities of practice.
Required Qualifications:
• Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement
• 5 to 7 years of experience in procurement which includes assets management is required at the national level.
• Experience in Experience in the usage of computers and office software packages (MS Word Excel, etc) and experience in handling of web based management systems, Atlas applications and global payroll systems.
• Fluency in English. Working knowledge of Portuguese or Tetum or Bahasa Indonesia is an asset.
Please submit your applications together with curriculum vitae and relevant supporting documents to the following address:
Human Resources Unit
United Nations Development Programme
Obrigado Barracks Compound, Building 11
Caicoli Street,
Dili, Timor-Leste
Fax: +670 3313534
E-mail: personnel.tp@undp.org
The deadline for submitting applications is 27 Nov 2008
Only short-listed candidates will be notified. Women candidates are strongly encouraged to apply.
UNDP National Project Manager Deadline 25 November 2008
Vacancy Announcement
Position Title : National Project Manager (1 post)
Duration : 6 months (with possible extension)
Type of Contract : Service Contract
Duty Station : Dili, Timor-Leste
Expected Starting date : 1 December 2008
Project Title : National Biodiversity Strategy and Action Plan (NBSAP)
UNDP is seeking for National Project Manager to work under direct supervision of the National Director for International Environment Affairs (NDIEA) and Poverty Reduction and Environment Unit based in Dili Timor-Leste.
Duties and Responsibilities:
The National Project Manager will be responsible for overall management of the project and will be working under the direct supervision of the National Director for International Environment Affairs (NDIEA) and the Programme Officer, UNDP Poverty Reduction and Environment Unit. He/She is expected to perform the following functions:
1. Supervise and coordinate the production of project outputs as per the project document;
2. Maintain good communication, coordination with Government counterparts, donor agencies, NGOs and communities;
3. In coordination with the National Directorate for International Environment Affairs and the Environment Section (UNDP), review and update the overall project work plan and budget allocation;
4. Participate in the preparation of TORs and organize interviews for selection of candidates for short term consultancy missions;
5. Provide necessary guidance and technical support to Consultants in performing their functions;
6. Organize and facilitate Project Steering Committee(PSC) and Project Working Committee (PWC) meetings; and any other meetings with Government Counterparts, NGOs, communities and other stakeholders;
7. Keep regular monitoring of the progress of the project and take corrective actions to ensure that the project is achieving expected outputs within the given timeframe and budget;
8. Prepare monthly progress updates, Quarterly and Annual reports to the GoTL, GEF and UNDP;
9. Supervise project personnel in conducting Administrative and Logistical functions and ensure timely and effective implementation of project activities;
10. Certify and monitor the delivery of financial and non-financial resources;
11. Ensure that project assets are properly recorded and used for implementation of the project;
12. Produce a terminal report to the GoTL, GEF and UNDP; and
13. Perform any other functions as required by the project.
Qualification, Competencies and Professional Experience:
1. A university degree in environment sciences, natural resource management or other relevant academic and professional qualification. A Masters Degree or equivalent experience in this field of expertise is an advantage.
2. A minimum of 3 years of experience and technical ability in managing projects related to biodiversity, environmental conservation and planning.
3. Strong background in project administration and management.
4. Strong experience in organizing meetings, workshops and writing reports in English.
5. Good interpersonal and communication skills.
6. Ability to work as a team.
7. Good organizational skill.
8. Strong computer skills especially for Word Processing, Spreadsheets, and Power point.
9. Good oral and written communication skills in English and Tetum (Portguese and Bahasa Indonesia are highly desirable).
10. Knowledge of UNDP project implementation procedures, including procurement, disbursements and GEF reporting and monitoring is highly preferable.
Please submit your applications with curriculum vitae, references and other relevant supporting documents to the following address:
Human Resources Unit
UNDP Dili,
Dili,
Email: personnel.tp@undp.org
Fax: + 670 331 3534
The deadline for submitting applications is Tuesday, 25 Nov 2008.
Only short-listed candidates will be notified. Women candidates are strongly encouraged to apply
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