Job: Operations Assistant

Location: New York
Deadline: Wednesday, 07 August 2013 

Description

UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need. Working in some of the world's most challenging environments, our vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.

UNOPS provides services in sustainable infrastructure, sustainable procurement and sustainable project management, with projects ranging from building schools, roads, bridges and hospitals to procuring goods and services and training local personnel.

By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.

We employ more than 6,000 personnel annually and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of regional and country offices, we oversee activities in more than 80 countries.

UNOPS is committed to achieving a truly diverse workforce.

Background Information - MAC

The UNOPS Mine Action Cluster (MAC) within the Global Partner Services Office (GPSO) is a principal service provider in the field of mine action with the United Nations, Governments of mine-affected countries and other mine action partners. The UNOPS Mine Action Cluster was established in 1997. Based in New York, it has helped partners to significantly improve the lives of people in more than 30 countries across the world. The UNOPS Mine Action Cluster supports Mine Action efforts in both emergency and post conflict settings. It delivers fast procurement, recruitment and management services to facilitate humanitarian aid and launch emergency mine clearance. The Cluster is responsible to administer, provide support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations. It is headed by the Cluster Chief who has the overall authority and accountability for the performance of the Mine Action Cluster on behalf of its clients

Functional Responsibilities

The Operations Assistant works in close collaboration with the Mine Action Cluster (MAC) Programme and Project staff in New York and in the field offices; and with UNOPS HQ staff to exchange information and ensure consistent service delivery.

Functional Responsibilities include but are not limited to:

• Assistance in the administration and monitoring of all budgetary, financial, procurement and routine administration aspects of service delivery;
• Drafting of project communications, documentation, reports and contracts, checking documents for accuracy and compliance with UNOPS format and style.
• Processing of Purchase Orders (POs); performance of reconciliation activities on purchase orders such as close and cancel POs. Inquiries on PO details and activities. Generation of PO reports for expedition, status and details information
• Entry of receipt information such as distributions, rejects, and cancellation; inspection of receipts according to inspection instructions; creation of receipts of invoice payments
• Preparation of authorizations for service activities for approval of the Supervisor.
• Strong functionality in various ATLAS modules (creation of requisitions and purchase Orders, input of vendor details, tracking of payments, preparation of travel requests, input of budgets and revisions)
• Maintenance of accurate records (hardcopy and online) of all operational and financial transactions for easy reference and retrieval; efficient document management including file closures, archiving and monitoring due dates for project progress status reports and submission by UNOPS of substantive and financial/budget utilization reports to clients.
• Processing of travel and expenses according to established procedures and practice
• Monitoring of expenditures. Verification for accuracy of expenditure requests (CPs, invoices, F10s) and availability of funds, completeness of documentation submitted. Punctual information to supervisor of budget status and monitoring of accuracy of data in the UNOPS dashboard and ATLAS system. Requests for action processed; active follow-up to completion.
• Processing of requisitions, including adding or modifying requisition header, lines, schedule and distribution information; inquiries on requisitions details and activities; reconciliation activities on requisitions such as approve or cancel
• Establishment of a contract-tracking plan to review sub-contractor invoices and supporting documentation and ensure that services provided and claims are in conformity with the terms of the contract.
• Administrative arrangements (e.g. logistics) for conferences, fellowships and study tours.
• Commitment Control, including review of budget journal to confirm if funds are available; review of budget activities in KK; running of budget reports in KK; review of budget status and transaction details, budget check exceptions
• Creation, import, review, correction and processing of journal entries in General Ledger. Review and running of inquiries on journal, ledgers, or accounting entries
• Continuous interaction with colleagues, clients and partners to exchange information on administrative issues and seek co-operation. Resolution of routine administrative and process problems, referring complex issues to supervisor with recommendations for course of action.
• Creation of contract extensions through RPA for International programme staff; creation of RPAs and relevant recruiting documents in GLOCON; posting of Vacancy Announcement; creation of long list of candidates; participation in Interview Process
• Ensure full compliance of operations with UNOPS rules, regulations, policies and strategies.
• Inputs to the content of internal Standard Operating Procedures (SOPs) in operations, in consultation with the direct supervisor and office management.
• Input and update of accurate data and information to facilitate monitoring and evaluation of project activities, and to institutionalize and disseminate knowledge.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

This position is open to US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Competencies

Planning and Organizing: Ability to manage, organize, plan and implement work assignments, to set goals, to prioritize and use time efficiently.

• Teamwork Skills: Ability to build and sustain effective work relationship with subordinates and peers to achieve common goal.
• Initiative: self-confident and ability to act proactively to make things happen in the organization.
• Communication Skills: The ability to convey oral and written communication clearly and concisely; listening to understand, and asking questions to verify understanding.
• Client Orientation: The willingness and ability to see things from the clients -perspective, anticipate client needs and concerns; find appropriate solutions for clients and keep clients informed.
• Ability to Learn: Willingness to learn and openness to suggestions for self-improvement.
• Lives and Breathes UNOPS Values - Takes ownership for all responsibilities and honors commitments.

Education/Experience/Language requirements

• Secondary school or High School Diploma is required.
• Bachelor Degree in Business Administration, Finance or related field is an advantage, but not a requirement.
• Minimum of 4 years of working experience is required in the areas of operations, support services and/or related field..
• Experience in the usage of computers and office software packages (MS Office 2010 and/or newer versions) and in handling of web-based management systems
• Knowledge of UN/UNOPS/UNDP administrative, HR and financial rules and regulations is highly desirable;
• Experience and knowledge of ERP systems is an asset.
• Fluency in written and spoken English is required. Knowledge of other UN languages is desirable.

Contract type, level and duration

Contract type: L-ICA Contract level: 4 Contract duration: One (1) year For more details about the ICA contractual modality, please follow this link: http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time (CET)
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

More Info and Application