Operations Associate

Under its new Country Programme (2023-2027), UNDP’s work in Nepal focuses on developing the capacity of government agencies (federal, provincial, and municipal level), civil society and community groups to jointly pursue development activities to foster sustainable and inclusive economic transformation, enhance people’s participation and inclusion in governance in the context of federalism, and protect and promote biodiversity with nature based solutions, energy transitions, environmental sustainability and resilience to climate change and natural hazards. During the past programme cycle, Nepal has undergone profound changes on account not only of the transition from a unitary to federal system but also of the Covid Pandemic, which has impacted lives, livelihoods, health systems, and has at times slowed down or reversed hard gained development progress. At the same time, the overall trend of Nepal’s GNI has been one of growth, with graduation from LDC status planned for 2026. 

Against this backdrop, the new Country Programme 2023-2027 is a strategic opportunity for UNDP Nepal to strategically reposition its contributions in support of the Sustainable Development Goals – with a focus on integrated solutions- and expand its collaboration with national and international development partners including the UN system. Delivering UNDP’s country programme, in line with the signature solutions and enablers identified in UNDP’s global Strategic Plan 2022-2025, the UN Sustainable Development Cooperation Framework and the Agenda 2030 will require the development of new partnerships.

UNDP is striving to ensure its Operations function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. The Operations Unit is responsible for strategic administrative and human resources management, efficient financial, procurement and logistical services, and Information and Communication Technologies (ICT).  The Unit ensures execution of transparent and efficient services and processes, consistent with UNDP rules and regulations. Besides supporting the Country Office and Projects, the Operations Unit also support other sister Agencies through agency requests.

This requires placing more attention on strategically integrating operations functions at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals.   Accordingly, it is essential to ensure efficient operations management to help deliver the organizational commitments.

Under the overall guidance of the Operations Manager and supervision of the HR Analyst, the Operations Associate supports Operations Unit ensuring high quality and accuracy of work. S/he promotes a client-focused, quality, and results-oriented approach in the Unit. The Operations Associate shall work in close collaboration with Operations, Programme and project teams in the Country Office and with vendors to exchange information and ensure consistent delivery of operations services.  

Scope of Work

1. Provide support to the HR Unit focusing on achievement of the following results:

• Support to implement the recruitment processes for UNDP Nepal. 
• Maintain CO staffing table and local rosters where relevant.
• Support the maintenance of physical and electronic filing system of all HR records.
• Provide administrative and logistical support for recruitment processes and events of the HR Unit.
• Support the activities of the HR unit for staff wellbeing including celebration of staff birthdays, farewells and other related events.
• Prepare correspondences and administrative letters related to the HR Unit.
• Send periodic reminders to projects regarding contract expires.
• Ensure inductions of new joiners are conducted on regular basis and coordinate with respective units and focal points for providing necessary inductions to new joiners as per the practice.
• Update UN Nepal Personnel Database System (UNNPDS) and process ID cards of the staff / personnel.

2. Provide support to carry out procurement related processing and payment to vendors for the HR Unit

• Facilitate the processing of procurement contracts related to HR Unit and raise requisitions.
• Maintain track and monitor all procurement related activities for the HR unit.
• Provide inputs in the preparation of the procurement plans for the HR unit.
• Provide document to the relevant unit for processing timely payments to HR unit vendors for both PO and Non-PO payments, following UNDP procurement and finance rules and regulation.
• Ensure maintenance of proper filing system for the HR unit procurement related payment. 

3. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results: 

• Update the data of completion of mandatory courses on regular basis and send reminders to staff who have not completed mandatory training within the stipulated time.
• Provide logistic support in organization of trainings for the staff as per learning plan of the office. 
• Participate in the training for the operations/projects staff on administration and relevant areas.

4. Support commitment to GESI through HR Unit:

• Ensure GESI considerations as made in the HR processes as per UNDP’s Workforce diversity policy.
• Create a safe working environment by developing respectful and safe organizational culture and supporting practices.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.

Institutional Arrangement

Under the guidance and supervision of the HR Analyst, the Operations Associate provides support to operations of the office by performing a variety of standard administrative processes ensuring a high quality, accuracy and consistency of work. S/he promotes a client, quality and results-oriented approach.

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 

• 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   
  Working with Evidence and Data    
  •   Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
• Administration & Operations   
  Documents and records management  
  •   Overall document (hard or electronic) management; registry and retention policy including storing and archiving 
• Finance   
  Accounting (General)   
  •   Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations
• HR - Recruitment  
  Assessment and selection    
  •   Knowledge and ability to apply various candidate assessment and selection methodologies, tools and platforms; ability to effectively align them with specific recruitment needs
• HR - People strategy and planning
  People analytics
  •   Ability to generate and align people data with business intelligence data to inform strategic decision-making; knowledge of databases, their architecture, integration and landscape; ability to create and use data models; knowledge of visualization techniques. Gathering and using data and information to provide insights into people issues and guide decision-making 
• 2030 Agenda: Peace   
  Governance  
  •   Inclusion and Participation of Marginalised Groups
• 2030 Agenda: People   
  Gender   
  •   Gender and Crisis 

Required Skills and Experience

Minimum Education Requirement

• Completion of Secondary education is required.  
• A first-level university degree (bachelor’s degree) in Management, Business Administration or other relevant area will be given due consideration, but it is not a requirement.

Minimum years of relevant work experience    

• A minimum of 6 years (with secondary education) or 3 years (with a bachelor’s degree) of progressively responsible operations (administration, finance, HR, procurement support services) experience is required at the national or international level.

Required skills

• Excellent knowledge of computer including MS Office (Word, Excel and Power Point etc.).

Desired skills in addition to the competencies covered in the Competencies section

• Experience of working in the area of Human Resources and Administration. 
• Sound experience in maintaining organized filing systems.
• Experience in providing support in recruitment processes.
• Experience in executing financial transactions and processing payments to vendors.
• Experience in conducting procurement activities in adherence to compliance-related provisions.
• Experience in logistic management and event management.
• Experience in handling of web-based management systems and ERP HR module experience.
• Experience of working in international organization is desired.

Required Language(s)   

• Fluency in English and Nepali is required.

Non-discrimination

UNDP is committed to achieve work force diversity and has a policy to have gender balance among staffs at all levels. Work experience and/or academic knowledge in relation to gender and social inclusion will be an added advantage. Qualified Women, Dalits, Janajatis, Madhesis, Persons with Disabilities, gender and sexual minorities and other minorities are specially encouraged to apply.

United Nations has a zero-tolerance against Sexual exploitation and Abuse (SEA) and Sexual Harassment (SH). Everyone is responsible for Preventing Sexual Exploitation and Abuse and Sexual Harassment (PSEA and SH), and all UN personnel must adhere to the standards of conduct that preserves PSEA principles (both during work hours and outside work hours). All selected candidates will, therefore, go through a safe hiring process.