Please note the appropriate Tier indicated in the vacancy title and ensure that you hold the applicable contract as defined below.
Background
UNDP, as an integral part of its mission to fight poverty and improve the lives of people around the world, is committed to being open, transparent and accountable. In 2015, as part of this commitment UNDP established a Global Shared Service Centre (GSSC) to ensure optimal and consistent provision of operational services in the areas of finance, HR, procurement, administration to UNDP Offices worldwide, and to provide training to UNDP Offices where needed. The Global Shared Service Centre (GSSC) is part of the Bureau for Management Services (BMS).
Based in Copenhagen, the GSSC HR/Operations team provides operational interlocutor support from an HR, administrative and operational perspective to the main pillar of GSSC departments which provide GSSC services to clients and partners. It acts as an efficient and client-oriented “go-to” team for implementation of services and activities. The Operations Team is, amongst others, responsible for delivery of services related to financial management, procurement, inventory and asset management, travel and logistics as well as human resources management and protocol services. This back-office support is provided to GSSC colleagues serving in Copenhagen and in the regional locations: Addis Ababa, Amman, Bangkok, Dakar, Istanbul and Panama City.
Under the overall guidance of the Operations Analyst, the Operations Associate ensures administrative planning and support, execution of transparent and efficient operational services and processes, supports the overall management of CPH operations budget. The Operations Associate promotes a collaborative, client-oriented approach and ensures all personnel have well-equipped and well-maintained equipment and facilities.
The Operations Associate will work closely with colleagues in the GSSC HR/Operations Team as well as with other units in GSSC in Copenhagen and in regional offices. S(he) will also have the opportunity to collaborate with colleagues in other UNDP units in the UN City and other UN agencies’ staff.
Duties and Responsibilities
1. Provision of effective and efficient operational and administrative support services:
2. Assist with supply chain and asset management, including procurement:
Prepare and conduct RFQ, ITB or RFP, and receive and evaluate quotations, bids or proposals in full compliance with UNDP rules and regulations. Facilitate procurement processes for goods and services, including subsequent contract administration, raising purchase orders and monitoring of payment disbursements Coordination of GSSC assets management, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items in coordination with GSSC asset management focal points. Coordination and monitoring of the provision of reliable and quality office supplies and minor IT equipment.3. Effective administrative, logistical and onsite support:
Coordination of conferences, workshops, retreats and visits, as needed. Provision of efficient administrative and operational support related to on-board and off-boarding activities. Support management of GSSC mail and DHL service delivery. Support and monitoring of office and maintenance related expenses in coordination and communication with general UN City Common Services. Process actions/transactions in Quantum, as applicable and required.4. Support to knowledge building and knowledge sharing:
Support and organization of training on administrative issues. Synthesis of lessons learned and best practices in administration and operations. Sound contributions to knowledge management networks and communities of practiceThe incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
The Operations Associate (NPSA6) will be reporting to Operations Analyst. As several tasks are performed onsite and in the office the Operations Associate (NPSA6) is expected to be physically present in the office on a daily basis.
Competencies
Core Competencies:
Achieve Results:
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineThink Innovatively:
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvementsLearn Continuously:
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedbackAdapt with Agility:
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexibleAct with Determination:
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confidentEngage and Partner:
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationshipsEnable Diversity and Inclusion:
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discriminationCross-Functional & Technical competencies
Business Management / Operations Management
Ability to effectively plan, organize, and oversee the Organization´s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanismsAdministration & Operations / Inventory management
Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above.Business Development / Collective Intelligence Design
Ability to bring together diverse groups of people, data, information or ideas, and technology to design services or solutionsBusiness Development / Knowledge Generation
Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.Business Management / Communication
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.Business Management / Digital Awareness and Literacy
Ability to monitor new and emerging technologies, as well as understand their usage, potential, limitations, impact, and added value. Ability to rapidly and readily adopt and use new technologies in professional activities, and to empower others to use them as needed. Knowledge of the usage of digital technologies and emerging trends.Business Management / Customer Satisfaction/Client Management
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. Ability to anticipate client's upcoming needs and concerns.Required Skills and Experience
Education:
Secondary Education is required. or A University Degree in Business Administration, Public Administration and any other related fields will be given due consideration, but it is not a requirement. CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.Experience:
Minimum of six (6) years (with secondary education), or three (3) years (with bachelor’s degree) of progressively responsible experience in HR, administration, or programme support services, with demonstrated exposure to operational processes such as procurement, cost recovery, or workflow optimization at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Prior experience and good knowledge of local operational and administrative procedures is an asset. Experience in cost recovery and protocol services is an asset. Experience in handling web-based management systems, ERP HR and Finance module experience, especially Oracle/Quantum is desirable. Experience applying UNDP Policies and Procedures, UN Staff Regulations, and administrative rules and regulations is preferred. Experience in procurement management is an asset Experience with Power Apps tools, AI development, data-driven process improvement and business process optimization is an asset.Language Requirements:
Fluency in English is required. Knowledge of other UN working languages would be an assetEqual 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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