Background

The United Nations Development Programme (UNDP) is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet.

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.

UNDP 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 Operations Assistant carries out support services to UNDP Operations unit and to the PSS project, ensuring high quality of work, compliance with the POPP, accurate, effectiveness, transparency, integrity, timely and properly recorded/documented service delivery. He/she promotes a client-oriented and consistent with rules and regulations approach in the Unit.

The Operations Assistant will work in close collaboration with the operations team and PSS Project personnel in the country office and with UNDP Programme staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Administrative and Operational Support
•    Provide general administrative and logistical support to the Country Office and programme/project teams.
•    Organize and maintain physical and digital filing systems in compliance with UNDP records management policies.
•    Draft routine correspondence and support documentation preparation for meetings and reports.
•    Support inventory and asset management, including periodic verification and tagging of equipment.

Procurement Support
•    Assist in processing payments, ensuring compliance with UNDP financial rules and documentation standards. Act as focal point for payments to suppliers of travel services
•    Provide administrative support for procurement processes, including preparation of RFQs, RFPs, evaluation documents, and vendor communications.
•    Maintain records and documentation related to contracts, purchase orders, and payments in both hard and electronic formats.
•    Update rosters of suppliers.
•    Assist in obtaining and organizing quotations from multiple vendors.
•    Prepare basic price comparison tables to support informed decision-making.
•    Maintain records of supplier performance based on feedback from projects or end users.
•    Help track delivery times, responsiveness, and quality of goods/services received.
•    Support on the customer clearance process ensuring timely application for exemption of taxes and regulatory authority certificates on imported goods, including follow up on payments of corresponding invoices.
•    Liaise with INLS focal person to confirm effective delivery of purchased goods to INLS designated warehouses.

Human Resources Support
•    Assist in recruitment processes by collecting documents such as reference checks, clear checks, arranging interviews, and facilitating onboarding (ID requests, desk preparation, induction) of new personnel.  
•    Maintain up-to-date records of staff such as staff lists, organigram, communication tree, etc.
•    Support other HR-related tasks as assigned.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

The Operations Assistant works under the general supervision of Operations Analyst and direct supervision of the Procurement Associate in collaboration with the PSS Project Manager. He/she collaborates closely with all units of the office.
 

Competencies

Achieve Results:    

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:   

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements  

Learn Continuously:    

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 

Risk Management    

•    Ability to identify and organize action around mitigating and proactively managing risks

Customer Satisfaction/Client Management     

•    Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. 
•    Provide inputs to the development of customer service strategy 
•    Look for ways to add value beyond clients’ immediate requests
•    Ability to anticipate client’s upcoming needs and concerns
   

Communication     

•    Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience 
•    Ability to manage communications internally and externally, through media, social media and other appropriate channels

Required Skills and Experience

Education:

•    Completion of secondary education is required.
•    A university degree in Business Administration, Public Administration, Management, or related field is desirable and may substitute for some experience.
 

Experience:

•    Minimum of 5 years (with secondary education) or 2 years (with a bachelor’s degree) of relevant administrative and/or operations support experience is required in a public or private sector organization.

•    Demonstrated experience in administration, operations, procurement, logistics, or finance
•    Experience processing payments and maintaining records of contracts, purchase orders, and invoices.
•    Previous experience with ERP systems (such as Oracle PeopleSoft, Quantum) or similar platforms.
•    Experience in supporting procurement processes in compliance with organizational policies (e.g., preparing RFQs, RFPs, vendor communication, bid evaluation support) 
•    Experience supporting recruitment logistics (document collection, interview scheduling, onboarding).
•    Experience with the customer clearance process is an asset
•    E- Procurement experience is an asset.
•    Experience in working with international development organizations, UN agencies, or NGOs is an advantage. 
•    Ability to work under pressure and be focused on the details.
•    Good teamwork competencies
 

Required Language(s):    

•    Good working knowledge of English, written and oral is required.
•    Fluency in Portuguese
 

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

UNDP 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 at the same grade level and with similar job description, experience and educational requirements.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.