Operations Associate - Mazar-i-Sharif

UNDP is the leading United Nations organization fighting to tackle the injustices of poverty, inequality, and climate change on a global scale. Working with our broad network of experts, host governments and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. UNDP has been working in Afghanistan for more than 50 years on climate change and resilience, gender, governance, health, livelihoods, and rule of law. 

Following the power shift in August 2021, the situation for the country remains largely uncertain and fragile, with approximately seventy percent of the population facing multifaceted vulnerabilities affecting their well-being, human security and long-term development while nearly a third of the population are estimated to be acutely food insecure.  Over the recent years, international assistance has played a vital role in averting a socioeconomic collapse by providing lifesaving, resilience-building and livelihoods-sustaining assistance to millions of people, hundreds of critical healthcare and educational centres, and tens of thousands of small and medium enterprises, often owned and managed by women. Nevertheless, the humanitarian challenge in Afghanistan is one of the biggest in the world, and basic human needs and priorities remain extremely high. In 2024, 95 percent of households experienced at least one shock of an economic or natural disaster nature such as floods, droughts and others. 

To help tackle the pressing challenges for enduring livelihoods and climate resilience, UNDP is designing fit-for-purpose portfolios of programs to create new livelihoods, income opportunities, basic services and to build resilience against climate-induced natural calamities that continue to haunt millions of households in the country. 

Afghanistan remains one of the most gender-unequal countries in the world, with women facing systemic challenges hindering their access to education and employment opportunities in the public sector and restricting their participation in public life. UNDP remains committed to women's empowerment through capacity-building initiatives, livelihoods and self-employment/employment support, enhancing gender-responsive decision-making at community level, and supporting local communities to include women, in line with UNSCR 1325 (Women, Peace, and Security). 

In order to enable UNDP to respond to the challenges, UNDP established 8 regional offices. The Regional Offices support representation, partnership, and quality implementation of the UNDP programmes

The incumbent will be responsible for the following:

• Support in implementation of operational and financial management strategies
• Ensure effective administrative support.
• Support knowledge building and knowledge sharing on financial and administrative matters

Support in the implementation of operational and financial management strategies

• Support to ensure proper planning, internal control system, and safeguard measures for efficient and effective use of financial and other resources of the UNDP programme at the regional office. 
• Ensure full compliance with UN/UNDP rules, regulations, and policies of financial activities, and financial recording/reporting system.  
• Support in the preparation of budgets, periodic expenditure reporting, donor reporting and other financial reports.
• Properly manage bank and cash operation of the Regional Office. 
• Maintain complete sets of books of accounts and financial records, on a daily basis, following standard accounting principles.   
• Support in analysis and monitoring of the financial situation, presentation of forecasts for the UNDP programme, monitoring of financial exception reports for unusual activities, and transactions executed.
• Ensure financial transactions are authorized, recorded, and filed with adequate supporting documentation.
• Preparation and monitoring of budgets; regular analysis, and reporting on the budget approvals, and the delivery situation.
• Provide coordination support in the audit and spot check process in accordance with UN/UNDP rules, regulations, policies, and procedures, including pre-audit preparations, and ensure continuous follow-up on the implementation of audit findings.

Ensure effective administrative support

• Support in all administrative work for smooth implementation of the UNDP programmes in the region. 
• Support data entry, verification, and accuracy of reporting by partners within UNDP online systems such as AIMs, other platforms or offline. 
• Support consolidating data, pictures and other inputs for success stories and communication materials. 
• Assist in facilitating missions to the region logistically including airport pick-ups, accommodation arrangement, and support to agenda preparation. 
• Assist in organizing office meetings and minutes writing and disseminate information to regional staff regularly.   
• Maintain up-to-date office and programme files, online and ensure that key documentation is saved and organized in UNDP SharePoint.
• Assist in preparing annual and quarterly work plans and periodic reporting.
• Assist in coordinating the travel of regional office staff, consultants, and partners according to related projects work plan. 
• Ensure availability, efficient deployment, and regular maintenance of programme equipment, including vehicle(s), computers, and other equipment for operational purposes.
• Prepare various contractual documents related to the procurement of goods and services, ensuring adequate protection of the interest of the programme, and follow-up on the status of contracts.
• Ensure that vehicle logbooks are systematically maintained by the Drivers, vehicles are in proper condition, and office supplies are well stocked and properly accounted for. 
• Provide support in administering recruitment and procurement of goods and services, in accordance with UNDP rules and procedures.
• Perform other administrative duties related to the regional office, as assigned by the Area Manager.

Support knowledge building and knowledge sharing on financial and administrative matters

• Ensure facilitation of knowledge building, and knowledge sharing, and provide guidance to all stakeholders on financial and administrative matters. 
• Support the organization/conduct of training on financial management and administrative procedures.
• Document lessons learned and best practices in financial management and administration.

Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.