Operations Associate

UNITED NATIONS DEVELOPMENT PROGRAMME

EXTERNAL VACANCY ANNOUNCEMENTS

I. Position Information
Title: Operations Associate
Type of Contract: Service Contract
Level: SC-6 (Equivalent to G6)
Direct Supervisor: Operations Manager, Garowe
Duty station: Garowe
Duration: One year (with possibility of extension)
Date of Issue: 3rd February 2009
Closing Date: 17th February 2009

II. Organizational Context
Under the direct supervision of the Operations Manager and overall supervision of the Head of the Sub-Office, Garowe, the Operations Associate will perform the following principal functions relating to both programme and operational matters for resolving complex finance & procurement-related issues and information delivery.

III. Functions / Key Results Expected
Summary of Key Functions:
Organization of procurement processes
Oversight of logistical services
Accounting and administrative support
Administration and implementation of operational strategies
Control of CO Assets
Assistance in Procurement Services
Facilitation of knowledge building and knowledge sharing
Liaison with other units / projects
Outpost Office cash management as required

Assists administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:
· CO Finance and Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance, Procurement and Logistics in consultation with office management.
· Implementation of cost sharing, elaboration of conditions of contributions within the CO resource mobilization efforts.

Assist in Procurement and Finance of Services
· Obtains quotations from suppliers, analyses bids; prepare purchase orders (PO) in ATLAS, ensuring budgetary clearance
· Maintains work plan information for operations, issues invitations to bid (ITB), and Request for Quotation (RFQ), presides over bid openings, compiles and tabulates bids for submission to Contracts, Assets and Procurement Committee.
· Maintains supplier data base, files and records related to procurement activities; monitors vendor performance and financial limits and issues evaluations; maintains separate records of procurement undertaken for DEX projects; maintain IAPSO catalogues. Creates new vendors in ATLAS and forwards to finance unit for approval
· Ensure Chart of Accounts (COA) are entered accurately and in a timely manner into Atlas; and provide support to programmes
· Liaises closely with requesting unit to ensure full tracking information from Invitation to Bid (ITB) or Request for Quotation (RFQ) to PO and ensures integrity of information. Participates in periodic monitoring of stock levels for fast moving items
· Advises project staff on UNDP administrative and DEX reporting requirements, clearance procedures for finance, procurement, recruitment, travel, etc.

b. Liaison with other Units

· Calculates cost recovery due in respect to services provided to other Agencies in the area of travel. Enters bills into the system for UNDP and other ATLAS agencies
· Monitors deliveries, advises requesting unit when receipt confirmations are required. Calculates cost recovery due in respect of services provided to other Agencies in the area of travel. Enters bills into the system for UNDP and other ATLAS agencies.
· Drafts correspondence relating to procurement and prepares all HQ reporting on procurement matters; consults with IAPSO for specific advise
· Performs any other duties assigned.

2. Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results:
· Proper control of the supporting documents for payments, review of financial reports for NEX projects.
· Approval of vendors in Atlas (as a senior member of the Finance team).
· Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared; travel claims, MPOs and other entitlements are duly processed.
· Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
· Maintenance of the Accounts Receivables for UNDP projects and follows up with partners on contributions.
· Timely VAT reimbursements, payment of GLOC by the Government.

3. Organizes procurement processes for CO, DEX projects focusing on achievement of the following results:
a. Ensures proper CO cash management functioning focusing on achievement of the following results:
· Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.
· Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions.
· Transaction and stop payment initiation on internet banking systems.
· Approval and submission of monthly UN exchange rate report to Treasury.
· Timely and accurate preparation of bank reconciliations.
· Selecting bank transfers and deals for approval and settlements.
· Performing Pay cycle manager role in Atlas.
· Timely preparation of monthly cash-flow forecast for use by Operations Manager/Finance Analyst. Liaison with UN Agencies to obtain estimate of their cash requirements.
· Alternate as cashier for cash disbursements made on site.

b. Ensures proper control of CO Assets focusing on achievement of the following results:
· Preparation of inventory reports.
· Implementation of Inventory and physical verification control in the CO and projects.

5. Ensures organization of logistical services focusing on achievement of the following results:
· Oversee and organization in the daily management of driver and services provided, vehicle maintenance;

6. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
· Organization of trainings for the operations/ projects staff on Finance.
· Synthesis of lessons learnt and best practices in Finance.
· Sound contributions to knowledge networks and communities of practice.


IV. Impact of Results

The key results have an impact on the overall CO efficiency in operations and success in implementation of programme strategies. Accurate analysis and presentation of information enhances UNDP position as a strong development partner. The information provided facilitates decision making of the management.

The key results have an impact on the overall CO efficiency in financial resources management and success in implementation of operational strategies. Accurate analysis and presentation of financial information enhances UNDP credibility in use of financial resources and proper financial process management. The information provided facilitates decision making of the management.


V. Competencies
Corporate Competencies:

· Demonstrates commitment to UNDP’s mission, vision and values.
· Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning
· Shares knowledge and experience
· Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness
· Ability to perform a variety of specialized tasks related to managing data, and reporting.
· Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems
· Ability to administer and execute administrative processes and transactions
· Ability to extract, interpret, analyze data and resolve operational problems
· Ability to supervise and train support staff
· Ability to perform work of confidential nature and handle a large volume of work
· Good knowledge of administrative rules and regulations
· Strong IT skills, knowledge of Atlas
· Ability to provide input to business processes re-engineering, implementation of new system

Leadership and Self-Management
· Focuses on result for the client and responds positively to feedback
· Consistently approaches work with energy and a positive, constructive attitude
· Remains calm, in control and good humored even under pressure
· Demonstrates openness to change and ability to manage complexities

VI. Recruitment Qualifications
Education:
Secondary Education, Certification in administration is desirable. University Degree in Business or Public Administration, Economics, Political or Social Sciences would be desirable, but it is not a requirement.
Experience:
5 to 6 years of progressively responsible administrative or programme experience is required at the national or international level. 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.

Language Requirements:

Fluency in English and Somali is required

VII. Submission of application
Please send your curriculum vitae, marked “Operations Associate,” by 17th February 2009 to: The Deputy Country Director (Operations), United Nations Development Programme - Somalia, P.O. Box 28832, 00200 Nairobi, Kenya, fax: 254-20- 4183641, e-mail: registry.so@undp.org

Women are strongly encouraged to apply.
UNDP will only respond to those applications in which there is further interest.

Applicants are required to fill the P11 Form and submit it together with the application.
Find the P11 Form for Service Contract & SSA Holders on this link:
http://www.so.undp.org/index.php/Download-document/43-P11-form-for-service-contract-and-SSAs.html

This vacancy announcement is also available on http://jobs.undp.org/ and on the Relief Web site (http://www.reliefweb.int/)