OMT Administrative Assistant

UNDP supports strategic capacity development initiatives to promote inclusive growth and sustainable human development. Together with national, regional and local authorities, civil societies, private sector, UNDP strives to support Ukraine in its efforts to eliminate poverty, develop people’s capacity, achieve equitable results, sustain the environment, and advance democratic governance. UNDP is in line with 2030 Agenda and the Sustainable Development Goals (SDGs), to achieve national strategic capacity development.

Under the supervision of the UN Country team, the Operations Management Team (OMT) provides leadership on the implementation of a coordinated, efficient and effective common operational support agenda at the country level.

The aim of the common operations agenda at the country level is to ensure programme delivery is supported in an effective and efficient way, ensuring high-quality and timely operational support to participating agencies. The means to achieve this is through coordinated efforts in the area of business operations and, in case of a Business Operations Strategy (BOS), a joint, common approach for a select range of operational support service, where
There is a clear business case to provide (common) services as a group of agencies, rather than providing these services as individual agencies. This means that there is a clear, demonstrable benefit in terms of cost reduction or
quality of services, realized by engaging jointly in the development and management of the identified services.

This means that there is a clear, demonstrable benefit in terms of cost reduction or quality of services, realized by engaging jointly in the development and management of the identified services.

Within the delegated authority and under the supervision of Head of RCO and OMT co-chairs or his/her designated mandated representative(s), the OMT administrative assistant will provide:

1. OMT support

• Organize monthly OMT meetings, including logistics, scheduling, approval and circulation of the agenda;
• Arrange ad-hoc meetings when required, particularly in response to urgent or emerging issues, as recommended by the RC office, UNCT, SMT or OMT;
• Produce concise Minutes of OMT meetings for OMT co-chairs endorsement and circulation, and coordinate and track progress on outcomes from the meeting decisions, provide regular status updates to the OMT Chair and members.
• Maintain and regularly update the OMT document repository on SharePoint;
• Maintain accurate and up-to-date records of OMT membership and sub-group participation;
• Occasional support the RCO team on administrative and business operations matters.

2. Implementation of the Business Operations Strategy

• Serve as the main focal point for all matters related to the BOS implementation framework within the OMT, in coordination with relevant BOS specialists in UN HQ and Development Coordination Office;
• Assign appropriate roles and permissions to BOS users, ensuring accurate access levels for agency representatives and working group members;
• Coordinate BOS support teams to organize and facilitate training sessions, workshops, and technical briefings for OMT and subgroup members;
• Provide ongoing technical assistance and guidance to users throughout the BOS implementation cycle, addressing queries and troubleshooting access or reporting issues;
• Monitor progress on BOS workstreams and support documentation of agency participation, milestones achieved, and service optimization outcomes.

3. Support planning, communications and on follow-up to OMT agenda and discussions

• Assist the RCO and OMT co-chairs in follow-up to the discussions of the OMT with the OMT working groups.
• Maintain a log/tracking sheet of OMT decisions and recommendations for efficient
follow up
• Work with the RCO communications team and assist in designing a quarterly update bulletin about the work of the OMT
• Support the OMT co-chairs and RCO in developing a rolling calendar of OMT agenda and recurring processes like salary surveys, hardship survey, renewal of share service agreements etc.
• Maintain regular communication with agency focal points on issues under discussion at the OMT e.g. conscription, VAT and tax return, visa and accreditation etc. to efficiently support discussions and follow up.