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: May 2010
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:
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
Dili, Timor-Leste
Fax: +670 3313534
The deadline for submitting applications is 11 May 2010
Only short-listed candidates will be notified. Women candidates are strongly encouraged to apply.
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