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Operations Associate

Incheon (Korea (Republic of))

Background Information - UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

Background Information - WEC

Water and Energy Cluster

Based in Copenhagen, the UNOPS Water and Energy Cluster provides specialized project management services to partners such as the United Nations Development Programme (UNDP), the Global Environment Facility (GEF), the United Nations Environment Programme (UNEP) and the World Bank. Together with partners, the cluster executes projects that support sustainable development by:

  • promoting international cooperation to prevent and reverse environmental degradation of international water systems
  • enhancing the resilience of communities and eco-systems to climate change
  • lowering emissions by bridging renewable energy solutions
  • developing Nationally Appropriate Mitigation Actions to strengthen climate-resilient development

Background Information - Job-specific

Overall responsibilities:

Under the supervision of the Chief Technical Advisor (CTA), the Operations Associate will manage the day-to-day operations of the Project Management Office, particularly with respect to finances, procurement (including importation, permits, etc.) and personnel matters (in close cooperation with the counterpart staff of UNOPS and the UNDP Country Office in Beijing). The post holder will be the principal line of liaison between the Secretariat and the UNOPS in all financial and administrative matters.

The post holder will also be responsible for the management of the project’s management information systems (MIS) including computer data base management, maintenance of computer-based statistics regarding the management of the project (particularly contracting), project activities and use of the outputs, as well as liaison with UNOPS Headquarter ICT team to ensure UNOPS ICT standards and policies are followed.

Functional Responsibilities

(i)                      Administrative Functions: (20%)

The incumbent will provide routine administrative support on the proper day-to-day functioning of the Secretariat by supervising the provision of all necessary supplies and services including maintenance contracts, office supplies and communications. He/she shall be responsible for the proper running and upkeep of the Project Management Office (PMO) hardware including the computers, copiers, etc.

(ii)                    Finances (30%)

Under delegated authority, the Operations Associate will administer the petty cash on behalf of the Chief Technical Adviser (CTA) and prepare relevant documents including monthly cash statements, requests for replenishment and budget reviews and revisions. 

The incumbent will provide routine support to CTA in preparing and maintaining the local records of project accounts.

He/she shall prepare bank reconciliations and records of total project expenditure (including, where possible, full records of counterpart contributions to the project).

The incumbent will provide routine support in monitoring Project expenditures with reference to the approved budget. He/she will provide routine support to the CTA in preparing  budget proposals and also attend to all financial and budgetary aspects of the implementation of the Project including the following specific duties: to monitor expenditures - this will entail monitoring the relevant contract information (i.e. liaising with the agencies and the Secretariat), monitoring special Components of the YSLME and, Provide support  in reviewing the executing agency finance records of expenditures against MODs and budget lines;  to assist in preparing draft budget revisions and working budgets in consultation with the Portfolio Manager at UNOPS and the CTA; to  assist the project staff to prepare budgets for meetings and activities and to review incoming authorizations to ensure adequate recording against budget lines (and take appropriate action to correct and/or revise requests and alert UNOPS); and to  assist CTA to prepare special budget and financial statements and to regularly brief the CTA on the financial status of the project.

(iii)                  Procurement (30%)

The incumbent will provide basic routine support regarding all duties relevant to local procurement.  He/she will maintain records of suppliers, obtain competitive bids for the consideration of the CTA and complete the relevant documentation including that pertinent to the tax status of the PMO.  He/she will maintain precise records of all goods purchased on behalf of the Project.  The incumbent will also be responsible for maintaining proper equipment inventories as well as for ensuring the proper labelling and recording of equipment delivered to the field. Records will also be maintained of all materials purchased by the other donors and used within the regional network.

(iv)                  Personnel Matters (10%)

The incumbent shall assist all the Secretariat staff with personnel matters relevant to the performance of official duties.  This work will include the obtaining of visas (a service to be limited to duty travel).  Such assistance will be provided in consultation with the CTA and in close liaison with the UNOPS and the relevant sections of UNDP.  Assistance will include, supply of forms for personnel services (including medical reimbursements) and advice on their completion where

(v) Management Information System (10%)

The incumbent will work closely with the Chief Technical Adviser (CTA) and project technical officers on the development and maintenance of a statistical data base on project management. This work will include inter alia, records of all contracts, participation in YSLME events, records of all MODs opened, information regarding the project expenditures within each budget category and for each project thematic area.

Education/Experience/Language requirements

  • Bachelor Degree with 2 years of relevant working experience in administration and budget management is required  or  higher educational diploma with 6 years of relevant working experience in administration and budget management may be accepted in lieu of Bachelor’s degree.
  • Proven experience in implementing and maintaining computer-based systems for effective management of project financial reporting, budgeting, performance statistics, monitoring & evaluation, resource allocation is highly desirable.
  • Proficiency in MS Excel and Word is required.
  • Fluency in English and Korean language is required. 

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • 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 only, 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.

Contract type, level and duration

Contract type: LICA ( Local Individual Contractor Agreement)
Contract level: 6
Contract duration: 6 months (with the possibility of extension, subjected to availability of funds and satisfactory performance)

 



For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Incheon (Korea (Republic of))
  • Grade: LICA-6, Local Individual Contractors Agreement - Administrative support
  • Occupational Groups:
    • Office Management, Administration and Finance
  • Closing Date: 2017-10-15

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