Operations Associate-Repost Full-time Job

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiple dimensions that shape each individual’s identity and experience, we are committed to creating an inclusive environment that offers equal opportunities for all. We aspire to have a diverse workforce both in terms of gender identity, sexual orientation, disability, race, ethnicity, religion, nationality, age, social origin, education, geographic origin, and other dimensions of diversity. Our organizational culture embraces respect, is free from discrimination, harassment, abuse and violence, and enables everyone to reach their full potential. UNDP does not tolerate discrimination, harassment, abuse and violence of any kind. UNDP’s workforce consists of a wide variety of personnel categories with different contract modalities. Under its workforce expansion plans, UNDP Albania plans to have at least one (1) out of every five (5) members of its national staff as non-rotational in the duty station. For all applications of rotational assignments, personnel will be treated on the same manner.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.Vacancy Context UNDP is committed to gender equality and women empowerment, as a vital development approach. In the context of Sustainable Development Goals 2030, gender equality and empowerment of women is integral to all dimensions of inclusive sustainable development. UNDP assists Albanian government to achieve its national and international gender equality obligations. The UNDP Gender Equality Seal process remains the overarching framework for integrating gender perspectives across its portfolios, partnerships and results.
The purpose of this Operations Associate position is to ensure operational effectiveness through implementation of various services. In order to achieve effective operations in UNDP office, there must be efficient implementation of services covering finance, human resources, logistics, procurement, asset management, transport, and communications. This function requires skills and application of extensive rules and regulations; knowledge of the details of UNDP practice and UNDP business approach to operational efficiency is also required.
The Operations Associate works in close collaboration with the Operations, Programme and project teams in the Country Office and UNDP HQs as and when needed for effective service delivery and implementation of daily operational services.Duties and ResponsibilitiesProvides logistical and administrative support services;
Support in the procurement processes;
Provides HR related support and coordination;
Provide support for financial management and reporting;
Ensures implementation of communication and visibility activities.
Provides logistical and administrative support services Ensures timely and proper logistical and administrative support services focusing on achievement of the following results:
Manage all logistical preparation and implementation for events and project activities;
Assist in the protocol matters for meetings, conferences, travel arrangements, hotel bookings, visas etc.;
Collects and arranges documents related to meetings, trainings, workshops for Project personnel;
Provides meeting/seminar related administration support, including travel arrangement, hotel reservation, documentation arrangement etc;
Maintain hard copy and electronic files for easy accessibility and retrieval;
Prepare and submit Travel Authorizations (TA) and ensure travel arrangement of project team and project related activities.
Arrangements of shipments; custom clearance, vehicle maintenance and insurance;
Administrative support to conferences, workshops, retreats;
Maintenance of office stationary supplies, making timely requests when needed;
Follow up with drivers the vehicle log and its maintenance in timely manner;Support in the procurement processes Support to effective procurement services focusing on achievement of the following results:
Support preparation of documents for Procurement Processes;
Issuance of POs and contracts as requested in ATLAS
Review purchase requisitions, prepares and launch RFQs; prepares Comparative Statement with required information; review the result and prepares procurement recommendation to the Project Manager/or procurement unit.
Assists the Procurement Unit in all aspects of procurement processes.Provides HR related support and coordinationEnsures proper HR support to UNDP CO focusing on achievement of the following results:
Collecting and verifying all supporting documents in HR matters.
Administers HR personnel files ensuring proper filing of documents;Responsible for ensuring data collection and updating of internal databases
Timely processing of leave requests (Tracking of absences on annual leave)Assisting in preparation of staff monthly payments, when required;
Support in the onboarding of new employees.
Providing advice and guidance to project managers on HR procedures, rules and regulations,
Support in providing logistical arrangements to new employee
Maintain a database for Consultants Roster;Ensuring recruitment and selection process following policies and procedures, coordinating short-listing of candidates
Monitoring, distributing and follow up performance management appraisals to project teams, ensures correct use of forms
Maintaining all HR documents, keeping them secure and confidential and update personnel data and HR filesProvides support for financial management and reportingEnsures administrative and financial support in all aspects of implementation focusing on achievement of the following results:
Ensure data accuracy of project data input to ensure data quality
Prepares recurring reports as scheduled and special reports as necessary for budget preparations and audit requirements.
Liaises with UNDP operations staff on routine financial and administrative matters;In liaison with the CO Finance Associate, supports and participates in external and internal audits of the program;Ensures sound management of office expenses related to day to day activities, ensure the right procurement process as per UNDP financial rules and regulation,
Assist to preparation and revision of the project annual budget and work plans, coordinate the operational and financial closure of the project,
Preparation of budget revisions of the project in Atlas. Follows-up on financial aspects of project implementation
Control the supporting documents for payments and financial reports.
Follow-up with concerned staff in relation to payments.
Ensures all payments (GLJE) are supported by proper and authorized documentation;Ensures that all payment documentation is adequately filed.
Process payments as requested from vendors.Assists the Project Manager and implementing partner in the preparation of requests and budget revisions as required.Ensures timely corrective actions on erroneous data in financial reporting.Provides logistical support for evaluation missions/Audit;Liaise with vendors to get quotation to initiate procurement.Provides input to audit exercises. Ensures implementation of communication and visibility activitiesSupport the preparation and implementation of the Project Communications and Visibility Plan;
Draft success stories and ensure translation;Contribute to documenting lessons learnt and best practices from Project’s activity, to further awareness raising of its impact; CompetenciesCore competencies:
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 and solution-oriented
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
People Management:
UNDP People Management Competencies can be found in the dedicated site.
Functional and Technical competencies:Office Administration:
Ability to manage day-to-day office activities (including but not limited to: Travel coordination, visa, conference/meeting coordination, documentation, and office supplies)Procurement:
Ability to acquire goods, services or works from an outside external source.Monitoring:
Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and resultsHuman Resources Management:Knowledge of HR processes, policies & procedures and ability to apply them effectively.
Project Management:
Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goalsClient Orientation:
Ability to research potential solutions to client needs and present such solutions in clear, concise and client-friendly formatData analysis:Ability to evaluate, transform and model data to derive relevant findings-undertake appropriate quality assurance-present information in easily understandable tables, charts, graphs and reportsCompetencies & SkillsExcellent communication and interpersonal skillsProven organizational and multi-tasking skillsAbility to work as part of a teamSelf-management and emotional intelligenceRequired Skills and ExperienceEducation:
Secondary Education with specialized certification in Administration, accounting and finance is requiredUniversity Degree in Business or Public Administration is desirable, but not required.Experience:Minimum 6 years relevant experience in general office administration, logistics, and financial/programme support services or University degree with a minimum of 3 years relevant experience Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc)Experience in handling of web-based management systems and ERP systems (preferably ATLAS)Fluency in oral and written Albanian, and English