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Operations Associate

home-based

  • Organization: UNDP - United Nations Development Programme
  • Location: Remote | home-based
  • Grade: NPSA-7, National Personnel Services Agreement - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2022-01-21

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Background

UNDP is committed to minimizing the environmental impact of its operations and to organization-wide climate neutrality. By demonstrating that operations are run in a resource-efficient, sustainable and accountable way, UNDP strengthens its global position as a strong and reliable partner. From green building renovations and bicycling programs to use of photovoltaic electricity and policy changes staff throughout the organization are developing creative and resilient solutions to reducing reliance on fossil fuels and minimizing UNDP’s environmental footprint. Today UNDP has established itself as a leading organization in the UN-wide Greening the Blue initiative, driving the development of new approaches and standards and often establishing best practices within and beyond the UN system.

In 2019 UNDP has adopted very ambitious targets committing to reduce GHG emissions from global operations by 25% by 2025 and 50% by 2030. Progress towards these goals is overseen by the Moonshot Task Force, chaired by BPPS and BMS Deputy Directors. To further initiate the transformation needed to achieve these targets, UNDP’s Administrator set up the Greening UNDP Moonshot Facility,  to incentivize the achievement of UNDP’s Moonshot targets by unleashing funding, innovation and the creative energy of the staff. The Facility works in cooperation with Regional Greening Funds to provide complementary seed funding to test, seed and leverage special efforts. (https://www.undp.org/accountability/social-and-environmental-responsibility/sustainable-operations)

The Operations Associate supports the work of the Moonshot Task Force and reports to the Moonshot Secretariat Managers. In particular, the selected candidate supports the Moonshot Secretariat in monitoring the implementation of projects selected for Moonshot funding and supports other initiatives under the Moonshot program as needed.

Duties and Responsibilities

 

 

  1. Moonshot project support and monitoring: Support the Moonshot Secretariat in project assessment during the selection process, support disbursement of Moonshot funds to selected projects and monitor resources utilization and implementation.

 

In particular, support the Moonshot Secretariat to:

  • Assist prospective projects in preparing for Moonshot funding application including in particular obtaining landlord consent in line with General Operations requirements and clarification of cost-benefit-sharing arrangements with other agencies in shared premises
  • Review and confirm project due diligence documentation is finalized and cleared by General Operations in time for Moonshot project selection
  • Coordinate disbursement of funds by collecting chart of account (COA) information from Moonshot projects and liaising with Finance colleagues to ensure funds are disbursed timely
  • Monitor resources utilization by managing a Power BI dashboard and requesting monthly updates from offices
  • Collect implementation plans from selected offices and request monthly implementation updates from offices. Identify delays and challenges and report to Moonshot Secretariat and Regional Bureau representatives as needed.
  • Organize regular calls with offices that show risks of delays or project failure
  • Closely consult with ITM on project implementation status
  • Report regularly to the Moonshot Secretariat on project implementation and resources mobilization.

 

2. Moonshot budget support: Keep financial records to support Moonshot Facility annual budgeting processes. Support the Moonshot Secretariat in annual procurement of carbon credits and consultancy services, internal cost recovery arrangements with General Operations and ITM as well as spending on other services or goods as needed.

 

3. Environmental Management Tool (EMT) reporting support: If necessary, support the Secretariat’s EMT helpdesk in processing and verifying data submitted from UNDP offices.

 

4. Support other work of the Moonshot Secretariat as needed.

 

Institutional arrangements

 

The Operations Associate will work under the guidance and direct supervision of the BMS and BPPS Moonshot Secretariat Managers and will support the daily work of the Moonshot Secretariat Coordinator. The Operations Associate will be responsible for the fulfilment of the duties and responsibilities as specified above.

 

Travel:

No travel is expected to be associated with performing the functions under these Terms of Reference.

 

Competencies

UN CORE VALUES AND COMPETENCIES

 

Professionalism: Shows pride in work and achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

 

Communication: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify and exhibits interest in having two-way communication; Tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed.

 

Client Orientation: Considers all those to whom services are provided to be "clients " and seeks to see things from clients' point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients' needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

Required Skills and Experience

Min. Academic Education

Secondary Education or University Degree in business administration or related field

Min. years of relevant Work experience

 

 

At least seven (7) years of relevant work experience with secondary education OR Bachelor’s degree with at least four (4) years of professional experience in project monitoring including financial monitoring.

Experience working within and across the UN system and UNDP knowledge required. Experience working with UNDP Country Offices desired.

Required skills and competencies

 

Knowledge of financial monitoring and project implementation required.

Good knowledge of Excel, Power BI and other relevant programs required.

 

Desired additional skills and competencies

 

 

 

Knowledge of UNDP financial procedures, policies and institutional accounting structures and ERP systems (e.g. ATLAS) desired.

Knowledge of UNDP premises and assets procedures, policies and structures desired.

Understanding of solar power and energy efficiency projects desired.

 

Required Language(s) (at working level)

 

Fluency in English, required, familiarity with French desired.

Professional Certificates

 

 

 

 

 

 

 

The following documents shall be required from the applicants:

a) Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) of the most recent professional references of previous supervisors. References may also include peers.

b) A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.

c) Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
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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