Operations Assistant

undp - Peshawar, Pakistan | 2024-09-24 12:42:42

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.
 
UNDP strengthening  for Peaceful, Just and Inlcusive Societies in Pakistan (Rule of Law Programme) Programme has been supporting the , justice and security institutions in Pakistan. The Programme is funded by the European Union, US-INL and Government of Japan. UNDP Rule of Law Programme (ROL) Programme in Pakistan intends to engage a highly motivated Operations Assistant based at Peshawar to support programme and operations team in implementing ROL activities. 

RoL activities and interventions are aligned with the government strategies and commitment to update and implement the  roadmops and connect to policies and legislative strategies and institutional developments. The three main objectives and interventions therein are not stand-alone objectives but are closely interlinked linked and intended to support each other to ensure sustainable and tangible results both for the Programme beneficiaries. To ensure a sustainable and holistic approach, the interventions under the three strategic objectives to support reform processes to ensure delivery of people-centered justice, enhance access to justice for all, particularly women and less privileged groups and to improve service delivery of the security sector in line with constitutional safeguards and international standards will be closely interlinked.

The Operations Assistant will be responsible to coordinate and ensure able assistance in overall delivery of the Program including provision of high quality professional expertise in operational support including procurement, finance, human resources, logistics and general administration according to UNDP rules and procedures. S/he will be responsible to ensures effective coordination and liaison between the project, democratic governance unit (DGU) and CO operations units in facilitating proper follow up on processes and completing required documentation for timely completion of assigned tasks. 

While directly reporting to the Manager Operations & Finance, s/he will work closely with the Rule of Law Programme team on the smooth implementation of project activities.

 
Duties and Responsibilities

 
1. Ensures coordination with CO Procurement unit and facilitate Project procurement team in all project procurements:
  • Assisting in the complete management of procurement contracts.
  • Conduct local market surveys and prepare procurement requests in accordance with UNDP procurement guidelines by providing accurate information on prices, specifications, freight and source of local manufacturers/authorized dealers/ suppliers.
  • Assists project operations team in procurement activities in close coordination with CO procurement unit and Democratic Governance Unit
  • Full compliance of procurement activities with UNDP rules, regulations, policies and strategies; implementation of the effective internal cont, proper functioning of a client-oriented procurement management system. 

2. Organizes procurement processes for the project focusing on achievement of the following results:

  • Assist Project Procurement Officer in preparation of procurement plans for the project and their implementation.
  • Assist Project Procurement Officer in preparation of cases for submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
  • Weekly updates on the status of procurement and contractual agreements.
  • Timely identification of potential bottlenecks and issue

3. Ensures organization of logistical services focusing on achievement of the following results

  • Managing field missions for RoL staff, expediting travel authorizations, follow up on NOC processes and timely submission of complete documentation for staff travel
  • Responsible to deal with all logistical and administrative matters of the workshops, meetings, conferences and seminars with the close coordination of Procurement Officer.
  • Manage micro purchases request from the programme team under the guidance of Procurement Officer
  • Assist in maintenance of project inventory records, coordinating with common services unit at the sub office with regards to all administrative issues at project office in Peshawar

4. Perform internal control testing and pre-audit of all payments processed by the Project

  • Perform detailed review of invoices received at the Rule of Law Programme , liaise with the relevant spending focal person for any clarifications and prepare the Payment request in DocuSign / other relevant payment forwarding portal for relevant approvals and signatures.
  • Prepare and review documentation for processing of payments ensuring correctness and completeness of requirements for input to the system including propriety of charge codes, validity of contracts, leases or agreements, etc. 
    Maintains vendor payment details on a regular basis for purposes of vendor payment reconciliations and follow ups.
  • Review payments/claims of staff and other service providers and ensure on time settlement of claims as per the UN rules and regulations
  • The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

  • The Operations Assistant while performing his/her duties will report to Manager Operations and Finance ROL. She/he will closely work with the ROL and UNDP team in other provinces, regions, and projects.
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 

Thematic Area Name Definition
Business Management Communication

Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience

Ability to manage communications internally and externally, through media, social media and other appropriate channels
Business Management Customer Satisfaction

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, organise, and oversee the organizations business processes in order to convert its assets into the best results in the most efficient 

manner. Knowledge of relevant concepts and mechanism
Administration & Operations

Events management (including 

retreats, trainings and meetings)

Ability to manage events, including venue 

identification, accommodation, logistics, catering, 

transportation, and cash disbursements, etc
Administration & Operations Documents and records managemen

Overall document (hard or electronic) management; 

registry and retention policy including storing and 

archiving
Administration & Operations Vehicle management

Knowledge of policy & procedures on fleet 

management

 

Finance

 

Accounting

Knowledge of accounting concepts, principles, 

frameworks, standards, regulations, policies and 

trends, and ability to apply this to strategic and/or 

practical situations
 
 Required Skills and Experience
 
Education:
  • Secondary education (12th grade) is required.
  • University degree (Bachelor´s Degree) in Management, Social Sciences or related field will be given due consideration but is not a requirement.
  • Additional certification in procurement (CIPS) will be considered an asset.
Experience:
  • Minimum 5-years (with secondary education) or 2 years (with bacherlor´s degree) of relevant experience in finance,  procurement, administration or related area at national or international level
Required skills and competencies: 
  • Proven experience of handling/supporting operations, finance and procurement  function of development organization/INGO is an asset.
  • Demonstrated experience of handling/supporting Administrative/operational activities/work of development projects is an asset.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.,) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems.
  • Proven ability to meet deadlines, problem solving skills and work under pressure.
  • Experience providing project support and/or coordination of activities with UN agencies and/or other donor or international organizations is an asset.;
  • Ability to work in a team and cross-cultural environment.
Desired additional skills and competencies:
  • Familiarity with UN/UNDP financial and procurement policies and procedure is an added advantage.
  • Familiarity with IPSAS / IFRS is an advantage.
Required Language(s) (at working level): 
  • Fluency in English and Urdu is required. 
  • Knowledge of another local language will be an advantage.
 
Disclaimer

 

 
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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