Operations Assistant

Details

Mission and objectives

Our Mission and Vision: As the United Nations lead agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities, and to build resilience to achieve the Sustainable Development Goals. Our work is concentrated in three focus areas; sustainable development, democratic governance and peace building, and climate and disaster resilience. UNDP’s mandate is to end poverty, build democratic governance, rule of law, and inclusive institutions. We advocate for change, and connect countries to knowledge, experience and resources to help people build a better life. Our Development Objectives: UNDP’s work, adapted to a range of country contexts, is framed through three broad development settings. 1- Eradication of poverty in all its forms and dimensions 2- Accelerating structural transformations for sustainable development 3- Building resilience to crisis and shocks Our Strategic Solution UNDP is implementing six cross-cutting approaches to development, known as Signature Solutions. A robust, integrated way to put our best work – or 'signature' skillset – into achieving the Sustainable Development Goals. 1. Keeping people out of poverty 2. Governance for peaceful, just, and inclusive societies 3. Crisis prevention and increased resilience 4. Environment: nature-based solutions for development 5. Clean, affordable energy 6. Women’s empowerment and gender equality

Context

The Regional Bureau for Arab States of the United Nations Development Programme has an office located in Beirut (Lebanon) which serves as a platform for operation for the Regional Programme Division projects and/or activities that are implemented across the Arab countries. The Management Support Unit (MSU) provides management, coordination, monitoring and oversight roles to all UNDP-RBAS’ Regional Programme Division projects and/or activities that are implemented across the Arab countries; from basic information management and administrative duties to complex business activities. Under the general guidance and the direct supervision of the Project Management Anaylst, the Operations Assistant is responsible for undertaking operational and project support tasks. The UN Youth Volunteer is responsible to abide by security policies, financial rules and regulations, administrative instructions, plans and procedures of the UN Security Management System and that of UNDP.

Task description

Under the direct supervision of Project Management Analyst, the National UN Youth Volunteer will: Event Organization: • Assist in drafting Request for Quotations in line with UNDP’s rules and regulations to invite suppliers to bid depending on the services required; • Assist with preparing cost sheet analysis and complete documentation needed to request issuance of contracts/Purchase Orders; • Prepare and follow up on all the lists related to the activity (Participants list, rooming list, travel list); • Assist in ensuring bookings at the hotel for the accommodation of participants; • Assist in the preparation of events budgets; • Ensure in updating the Calendar of Events; Travel Requests: • Assist in acquiring travel routings; • Assist in the booking and purchase of tickets for all travel; • Assist in drafting official travel documents/travel authorizations for staff and non-staff; • Assist in calculating travel entitlements for staff, non-staff and assist in processing the relevant payment entitlements (per diem and terminals when applicable); • Prepare requests for visas and follow up on issuance and delivery accordingly; • Assist in preparing Travel Claim Forms for reimbursement of expenditures; • Request for and follow up on the security clearance of different authorized travel missions; Administrative Tasks: • Assist in carrying out procurement processes in line with UNDP’s rules and regulations; • Assist in processing of payments and invoices from travel agents, event organizers, hotels and their suppliers against terms of contracts and actual services rendered; • Support in the coordination and recording of assets, which includes timely preparation and submission of periodic assets and inventory reports; • Organize and update office files, and maintain the filing system of the Management Support Unit; • Responsible for maintaining an updated Supplier list; • Assist in research needed for logistics and outreach; • Assist in drafting letters, correspondences, scanning, photocopying, etc.); • Perform other tasks requested by the Management Support Unit. • Any other related tasks as may be required or assigned by the supervisor.