Regional Operations Associate at United Nations Development Programme (UNDP)
- Company: United Nations Development Programme (UNDP)
- Location: Tanzania
- State: Dar Es Salaam Jobs
- Job type: Full-Time
- Job category: Administrative/Secretarial Jobs in Tanzania
I. Background and Organizational Context
UNDP/UNCDF is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP/UNCDF does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
The UN Capital Development Fund (UNCDF) makes public and private finance work for the poor in the world’s 46 least developed countries (LDCs). UNCDF offers “last mile” finance models that unlock public and private resources, especially at the domestic level, to reduce poverty and support local economic development.
UNCDF’s financing models work through three channels: (1) inclusive digital economies, which connect individuals, households, and small businesses with financial eco-systems that catalyze participation in the local economy, and provide tools to climb out of poverty and manage financial lives; (2) local development finance, which drives structural transformation of localities through policy and regulatory reform, fiscal decentralization, innovative municipal finance, and project finance to unlock capital flows to the local level, combined local economic expansion and sustainable development; and (3) investment finance, which provides catalytic financial structuring, de-risking, and capital deployment to drive SDG impact and domestic resource mobilization.
By strengthening how finance works for poor people at the household, small enterprise, and local infrastructure levels, UNCDF contributes to SDG 1 on eradicating poverty with a focus on reaching the last mile and addressing exclusion and inequalities of access. At the same time, UNCDF deploys its capital finance mandate in line with SDG 17 on the means of implementation, to unlock public and private finance for the poor at the local level. By identifying those market segments where innovative financing models can have a transformational impact in helping to reach the last mile, UNCDF contributes to a number of different SDGs and currently to 28 of 169 targets.
Finance and Management Services (FMS) is based in UNCDF Headquarters, New York along with out-posted staff across regional offices and multiple country locations. Finance and Management services aim at enhancing the institutional effectiveness of UNCDF through operational solutions, development of management policies, prescriptive content, and overall management of all operational, resource management and financial aspects of the organization. FMS oversees policy adherence, safeguarding UNCDF and Executive Secretary’s accountability while providing advisory, transactional services and support to UNCDF in its core functional areas of accounts and finance; human resources; operations and procurement; and information technology.
The Regional Operations Associate is part of FMS regional capacity and is based in Dar-Es-Salaam, Tanzania. The role will report to the Regional Operations Manager, and under the overall guidance of Chief, FMS and is expected to work closely with regional programme and HQ operations colleagues. The Regional Operations Associate is expected to provide support in execution of the full range of programme support & transactional services in areas of procurement, finance, operations and HR for East Africa and Asia regions, in full accordance and compliance with UNCDF/UNDP rules and regulations, ensuring their accuracy, transparency and integrity with a high degree of quality assurance.
II. Position Purpose
The Regional Operations Associate will play a critical role in supporting the workflow of the FMS regional team. He/ She will support key functions such as procurement, human resources, budget management revisions and financial reporting, as well all administrative and support staff roles for the regional office portfolio/clients, working closely with relevant HQ FMS colleagues/focal points.
The Regional Operations Associate promotes a strong client-oriented approach consistent with UNDP rules and regulations.
The Regional Operations Associate role is based in Dar-Es-Salaam, Tanzania and reports to the Regional Operations Manager and works under the overall guidance of Chief, FMS, P-5, UNCDF Headquarters.
III. Duties and Responsibilities
Under the supervision of the Regional Operations Manager, the Regional Operations Associate G7 will provide a wide range of programme and operational support services and ensure full compliance of UNCDF regional programme operations with the UNCDF operational framework in line with the UN/UNDP rules, regulations and policies.
The detailed roles and responsibilities are outlined below:
Ensures implementation of operational strategies.
Provides procurement support to East & Southern Africa Portfolio Country Offices.
Ensures effective administrative and financial control in the office.
Provides logistical support to East & southern Africa Portfolio Country Offices.
Ensures facilitation of knowledge building and knowledge sharing.
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
Full compliance of administrative activities with UNDP/UNCDF rules, regulations, policies and strategies
Provision of inputs to the business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Administration and Logistics in consultation with the direct supervisor and office management
Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
2. Provides procurement support to field offices focusing on achievement of the following results:
Full compliance of procurement activities with UNDP/UNCDF rules, regulations, policies and strategies;
Provision of inputs to preparation of procurement plans for the field offices and inserting them in UNCDF Intranet;
Procurement of travel services, workshop arrangements, goods and services for field offices
Issuing Purchase orders and communication with vendors about the status of orders;
Creation of vendors set-up and submit for approval;
Reply and manage day-to-day correspondences with both internal UNCDF units and external partners especially vendors and clients;
Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
Maintain contract management database for monitoring the ongoing contracts;
Maintain LTA management database to monitor ceiling of LTAs.
3. Ensures effective administrative and financial control in the office, focusing on achievement of the following results:
Implementation of the control mechanism for administrative services;
Maintenance of administrative control records such as commitments and expenditures;
Regular update and maintenance of contracts database and payment dashboard of commitments and expenditures such as consultant, payment of goods and services.
Proper control and of the supporting documents for payments, ensuring the proper filing system in field office database and electronic/hard copies;
Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas/Quantum; payrolls are duly prepared; travel claims, POs and other entitlements are duly processed;
Preparation of requests for payment for the programme team, resources persons and participants;
Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations;
Provision of clear and systematic guidance to field offices and projects on the processes and rules and regulations for the management of assets.
4. Provision of logistical support focusing on achievement of the following results:
Provision of logistical support to organization of conferences, workshops and retreats
Coordination and management of travel authorization, reservations, visa, etc
Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters;
Responsible for issues related to issuance of visas, stay permit, issuance of UNLP, ground pass, Identification Card for staffs;
Supports control of Project Assets and inventory including keep record and maintenance of Office Assets and supplies and participation in periodic office physical inventory and asset verification exercises as needed;
Proper inventory control; supervision of proper issuance of inventory items and supplies
Receipt of shipments, customs clearance arrangements, preparation of documents for shipments (received/sent);
Facilitation of logistical arrangement for delivery and arrival of goods;
Facilitation of VAT clearance process;
Proper record and tracking of common services expenditure ;
Perform other work-related tasks assigned by the supervisors;
Ensures Support to HR processes in the region;
Support to staff planning at regional and country level;
Monitoring and follow up on HR processes (appointments, renewals, terminations);
Effective support to all administrative tasks related to recruitment processes at the regional level.
5. Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
Development and maintenance of the project filing system;
Organization of trainings for the operations/ projects staff on programme;
Synthesis of lessons learnt and best practices in programme;
Sound contributions to knowledge networks and communities of practice.
Impact of Results
The key results have an impact on the overall FMS operational efficiency in programme support and success in implementation of UNCDF operational and programme strategies. Accurate analysis and presentation of information supports FMS as a strong service provider to its internal clients & UNCDF position as a strong development partner. The information provided facilitates decision making of the FMS and UNCDF management, contributing to the success of UNCDF overall drive of the implementation of the Sustainable Development Goals, with strong programme delivery at the regional and country level in the East & Southern Africa regions.
Supervisory/Managerial Responsibilities: None
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
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
Cross-Functional & Technical competencies
Business Management – Results based Management
Ability to manage programmes and projects with a focus at improved performance and demonstrable results.
Business Management – Project Management
Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
Business Development – Knowledge Generation/ facilitation
Ability to animate individuals and communities of contributors to participate and share, particularly external
Business Management – Partnership Management
Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.
Business Management – Digital Awareness and Literacy
Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.
List 3-5 most important skills from competencies required for the position – limited to 1-3-word descriptions – that will help inform workforce planning of critical skill supply and demand.
VI. Required Skills and Experience
Secondary Education, preferably with specialized certification in Accounting and Finance.
First University Degree in Business or Public Administration, Economics, Political or Social Sciences or related fields would be highly desirable, but it is not a requirement.
Minimum seven 7 years of progressively responsible administrative or Operations experience is required at the national or international level.
Candidates having Bachelor’s degree or equivalent, will require a minimum of four years of relevant work experience.
Specialized training in office management and administration is highly desirable.
Experience with a UN organization/agency is desirable.
Professional fluency in English required (both written and spoken).
Experience with ERP system ATLAS/Quantum and UNDP Procurement Processes, Programme Operations Policies & Procedures etc. is highly desired, but not a requirement.
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.
Professional fluency in English required (both written and spoken).
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Important information for US Permanent Residents (‘Green Card’ holders)
Under US immigration law, acceptance of a staff position with UNDP/UNCDF, an international organization, may have significant implications for US Permanent Residents. UNDP/UNCDF advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP/UNCDF is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP/UNCDF rosters
Note: UNDP/UNCDF 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/UNCDF at the same grade level and with similar job description, experience and educational requirements.
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Method of ApplicationSubmit your CV and Application on Company Website : Click Here
Closing Date : 31st July, 2022.