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Operations Associate

Pristina

  • Organization: UNDP - United Nations Development Programme
  • Location: Pristina
  • Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: Closed

Background

Under the guidance and supervision of the Operations Manager and direct supervisor, the Operations Associate ensures execution of transparent and efficient procurement services and processes in Country Office (CO). The Operations Associate promotes a client-focused, quality and results- oriented approach in the Unit.The Operations Associate supervises support staff of the Operations Unit along with the facilities management team as applicable. The Operations Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange. 

Duties and Responsibilities

Duties and Responsibilites:

  • Implementation of operational strategies
  • Organization of procurement processes
  • Implementation of sourcing strategy
  • Control of CO Assets
  • Supervision of the Operations and Facilities Management
  • Facilitation of knowledge building and knowledge sharing

1.Ensures implementation of the operational strategies focusing on achievement of the following results:

  • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.
  • CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management

2.Organizes procurement processes for CO, Direct Execution (DEX) projects and at the request of other Agencies focusing on achievement of the following results;

  • Preparation of procurement plans for the office and projects and their implementation monitoring.
  • Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
  • Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas.? Buyers profile in Atlas.
  • Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
  • Preparation of CAP Minutes
  • 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.
  • Presentation of reports on procurement in the CO.
  • Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
  • Implementation of harmonized and joint procurement processes for the UN Agencies in line with the UN reform.
  • Contract Management for Common premises building and CO.

3. Ensures implementation of sourcing strategy focusing on achievement of the following result:

  • Development and update of the rosters of suppliers, implementation of supplier selection and evaluation

4.Ensures proper control of CO Assets focusing on achievement of the following result:

  • Preparation of inventory reports.
  • Implementation of Inventory and physical verification control in the CO and projects.
  • Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users
  • Tagging all furniture/equipment upon receipt from the supplier.? Update of non-expendable property inventory record and track movement of furniture piece;
  • Support to the management on physical assets disposal. Follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals

5.Supervise and guide the Operations Unit focusing on achievement of the following results:

  • Supervise and guide the Operations Unit and cleaning/maintenance personnel in the conduction of their day to day duties
  • Directly supervise the building maintenance clerk ensuring the CO and Common premises building is maintained and if needed repairing of office equipment, furniture, electric, heating, water, sewage and ventilating system is done in a timely and efficient manner.
  • Support the management of a range of facility maintenance services including office space planning, asset inventory and disposals, security, and waste management.
  • In consultation with management, review all aspects of the building services functions including ensuring implement plans, liaises with contractors, for preventive maintenance and upgrade of office premises.

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 Procurement.
  • Synthesis of lessons learnt and best practices in Procurement.
  • Sound contributions to knowledge networks and communities of practice

Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office

Impact of Results

The key results have an impact on the overall execution of the  CO operations services and success in implementation of operations strategies and policies.  Accurate analysis and presentation of operations information ensures proper operations services in the Country Office.

Competencies

Functional Competencies:

Building PartnershipsLevel 1.1: Maintaining information and databases

  • Tracks and reports on mobilized resources

Promoting Organizational Learning And Knowledge SharingLevel 1.1: Basic research and analysis

  • Researches best practices and poses new, more effective ways of doing things
  • Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical ExpertiseLevel 1.1: Fundamental knowledge of processes, methods and procedures

  • Understands the main processes and methods of work regarding to the position
  • Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

  • Documents ‘best practices’ in organizational change and development within and? outside the UN system
  • Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

  • Uses information/databases/other management systems
  • Makes recommendations related to work procedures and implementation of management systems

Client Orientation

Level 1.1:Maintains effective client relationships

  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1: Gathering and disseminating information

  • Maintains databases

Core Competencies:

  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control.
  • Managing conflict.
  • Learning and sharing knowledge and encourage the learning of others
  • Promoting learning and knowledge management/sharing is the responsibility of each staff member
  • Informed and transparent decision making
  • Prince2 training and certification, RMG

Required Skills and Experience

Education: 

  • Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience: 

  • Secondary educations and 6 years or University degree and 3 years of progressively responsible administrative experience is required at the national or international level.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web based management systems.

Language Requirements

  • Fluency in English and Albanian is required. Serbian an asset.
UNDP 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.
This vacancy is now closed.
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