Operations Associate-NPSA 6

Background

Anchored in the 2030 Agenda for Sustainable Development and in line with the priorities outlined in the UNDP Strategic Plan, the Regional Bureau for Arab States (RBAS) supports the Arab States region to achieve sustainable development by eradicating poverty in all its forms and dimensions, accelerating structural transformations for sustainable development, and building resilience to crises and shocks. Within this work, the Regional Bureau for Arab States responds to needs across development settings including Least Developed Countries, Middle Income Countries, Net Contributor Countries and countries affected by crisis, with a view to support the building of resilience, fight climate change, leverage the promise of innovation, and prioritize the advance of women, youth and vulnerable groups as part of its commitment to the principles of universality, equality and leaving no one behind in an increasing challenging regional context which has been severely impacted by the recent COVID-19 crisis. 

As part of its support to Country Offices, RBAS established the Regional Hub for Arab States in Amman in 2015 to offer expanded technical backing to Country Offices and ensures effective, timely and responsive support focused on UNDP’s realigned programme priorities and tailored to the emerging and changing needs and priorities in the region. The Regional Hub in Amman offers a wide range of support to Country Offices including strategic policy advice, programme development and implementation, capacity development, policy research and analysis, knowledge services, and operations.

The Operations Management Team provides financial, human resources, procurement, logistical, ICT and common services to all teams at the Regional Hub, country offices and UN agencies.

Duties and Responsibilities

• Supports travel management processes for Regional Hub, regional projects and at the request of other Agencies
• Support to knowledge building and knowledge sharing
• Effective operations and logistical support

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of operations activities with UN/UNDP rules, regulations, policies and strategies;
• Provision of inputs to preparation of operations team results-oriented workplans.

   2.    Provide Supports travel management processes for Regional Hub, regional projects and at the request of other Agencies, focusing on achievement of the following results:

• Provide information to staff on travel including entitlements, travel route and hotel arrangements. Process travel authorizations and claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follows the UN rules of most direct route and competitive prices.
• Make hotel reservations for visiting UN/UNDP officials. Arrange for airport pick-up of high-level officials and provide support to expedite customs and immigration procedures, as necessary.
• Process travel requests and claims to generate purchase orders for tickets and invoices for staff  entitlements. Ensure availability of budget according to PTAEO. 
• Process requests for visas for all UN travelers, and requests for Resident Permit and Diplomatic Identification Cards for international staff.   Support processing of application and renewal of UNLP, and safekeeping of staff passports.
• Process cost-recovery bills in ERP for the travel services provided by UNDP to other Agencies; and reconcile settlements to be paid by the Finance Unit. Facilitate processing of payments to travel vendors and agents.
• Prepare routine correspondence, memoranda and reports in accordance with the regional hub Standard Operating Procedures (SOPs).

3.  Ensure effective operations and logistical support, focusing on achievement of the following results: 

• Assist in arrangement of shipments, vehicle maintenance and conference facilities arrangements.
• Ensure proper control of documentation supporting the procurement process and maintenance of the proper filing system for related payment records and documents;
• Assist in the organizing and coordination of events management (e.g. logistics, catering, venue preparation and document preparation for events)
• Assist in protocol matters, registration of staff, coordination with local authorities, on space and other administrative mattersAssist in monitoring, control and implementation of building maintenance services.

4.   Support knowledge building and knowledge sharing in the Amman Regional Hub, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration;
• Sound contributions to knowledge networks and communities of practice.

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

 Institutional Arrangement

Under the overall guidance of the Operations Manager and the direct supervision of the Administrative Analyst, the Operations Associate supports the travel related services in the Regional Hub ensuring high quality and accuracy of work in order to ensure delivery of optimum travel services. He/she analyzes and interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex issues related to travel.  The Operations Associate closely monitors travel expenditures and internal cost and ensures their timely and accurate billing, settlement and cost recovery. The Operations Associate promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services.

Competencies

Cross-Functional & Technical 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 

Administration & Operations   

-ERP travel and expense module    

Knowledge of the ERP Travel and Expense Module; ability to provide help desk support to UNDP and other UN agencies 

Administration & Operations    

-Entitlement travel    

Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP as well as other UN agencies 

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.

 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    

-Travel policy and procedures)   Knowledge of travel policy and procedures. 

Ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters.          

Required Skills and Experience

Min. Education requirements: Secondary education is required OR University degree (bachelor’s degree) in business administration, finance or relevant related field will be given due consideration but it is not a requirement.    

Min. years of relevant work experience 

Minimum 6 years (with Secondary education) or 3 years (with bachelor’s degree) of relevant experience in administration or programme support service is required.  •     Required skills

Experience in Travel Management is required.

Experience in the usage of computers and office software packages (MS Word, Excel, etc.).  

Desired skills 

•    Relevant experience in NGO or UN is an asset.  

•    Experience in Protocol is an asset.

•    Experience with web-based ERP systems an advantage

•    Working knowledge of other UN official language is an advantage 

•    Experience in organizing and coordination of events is an asset 

Required Language(s)     

.  Fluency in English and Arabic.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

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