Operations Associate

Background
  Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
  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.
 

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 has been working in Afghanistan for more than 50 years on climate change and resilience, gender, governance, health, livelihoods, and rule of law.

With the current political instability, economic volatility, the collapse of basic services, the uncertainty over continued international aid as a source of revenue, the disruptions to trade and finance, and the impacts of climate change on food production, the risks faced by the poor are becoming more intense and less predictable. It is estimated that as of August 2021, even prior to the collapse of the government, over half a million people had already been displaced by conflict and thousands more affected by natural disasters. In July 2021, 18.4 million Afghans needed humanitarian assistance. This is double the number a year ago and represents one-half of the people in the country. Up to 30 percent of the population is projected to be in either a food security crisis or emergency by the end of the year, and half of all children under five are already severely malnourished. . To respond to these challenges, UNDP is working on three strategic areas: 1) essential basic services, 2) economic opportunities, climate resilient livelihoods and natural resource management, 3)social cohesion, inclusion, gender equality, human rights, and rule of law.       

In order to enable UNDP to respond to the challenges, UNDP established 8 regional offices. The Regional Offices support representation, partnership, and quality implementation of the UNDP programmes.  
 

Duties and Responsibilities   Under the guidance and direct supervision of the Area Manager, and working closely with the Operations Unit, the Operations Associate will be responsible for providing administrative and financial management support.
The incumbent will be responsible for the following:

• Support in implementation of operational and financial management strategies
• Ensure effective administrative support.
• Support knowledge building and knowledge sharing on financial and administrative matters
  Support in the implementation of operational and financial management strategies
  • Support to ensure proper planning, internal control system, and safeguard measures for efficient and effective use of financial and other resources of the UNDP programme at the regional office. 
  • Ensure full compliance with UN/UNDP rules, regulations, and policies of financial activities, and financial recording/reporting system.  
  • Support in the preparation of budgets, periodic expenditure reporting, donor reporting and other financial reports.
  • Properly manage bank and cash operation of the Regional Office. 
  • Maintain complete sets of books of accounts and financial records, on a daily basis, following standard accounting principles.  
  • Support in analysis and monitoring of the financial situation, presentation of forecasts for the UNDP programme, monitoring of financial exception reports for unusual activities, and transactions executed.
  • Ensure financial transactions are authorized, recorded, and filed with adequate supporting documentation.
  • Preparation and monitoring of budgets; regular analysis, and reporting on the budget approvals, and the delivery situation.
  • Provide coordination support in the audit and spot check process in accordance with UN/UNDP rules, regulations, policies, and procedures, including pre-audit preparations, and ensure continuous follow-up on the implementation of audit findings.

    Ensure effective administrative support

    • Support in all administrative work for smooth implementation of the UNDP programmes in the region. 
    • Support data entry, verification, and accuracy of reporting by partners within UNDP online systems such as AIMs, other platforms or offline. 
    • Support consolidating data, pictures and other inputs for success stories and communication materials. 
    • Assist in facilitating missions to the region logistically including airport pick-ups, accommodation arrangement, and support to agenda preparation. 
    • Assist in organizing office meetings and minutes writing and disseminate information to regional staff regularly.   
    • Maintain up-to-date office and programme files, online and ensure that key documentation is saved and organized in UNDP SharePoint.
    • Assist in preparing annual and quarterly work plans and periodic reporting.
    • Assist in coordinating the travel of regional office staff, consultants, and partners according to related projects work plan. 
    • Ensure availability, efficient deployment, and regular maintenance of programme equipment, including vehicle(s), computers, and other equipment for operational purposes.
    • Prepare various contractual documents related to the procurement of goods and services, ensuring adequate protection of the interest of the programme, and follow-up on the status of contracts.
    • Ensure that vehicle logbooks are systematically maintained by the Drivers, vehicles are in proper condition, and office supplies are well stocked and properly accounted for. 
    • Provide support in administering recruitment and procurement of goods and services, in accordance with UNDP rules and procedures.
    • Perform other administrative duties related to the regional office, as assigned by the Area Manager.

      Support knowledge building and knowledge sharing on financial and administrative matters

      • Ensure facilitation of knowledge building, and knowledge sharing, and provide guidance to all stakeholders on financial and administrative matters. 
      • Support the organization/conduct of training on financial management and administrative procedures.
      • Document lessons learned and best practices in financial management and administration.   Competencies   Expected Demonstration of Competencies   Core   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 Thematic Area Name Definition Digital & Innovation Data analysis Ability to extract, analyse and visualize data (including Real-Time Data) to form meaningful insights and aid effective decision making Finance Budget management Ability to support budgetary aspects of work planning process, drawing and management of team budgets Administration & Operations Accounting (General) Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations Finance Management and cost accounting Ability to produce periodic qualitative and quantitative performance reports to facilitate effective decision making and performance monitoring. Ability to use a range of costing techniques and analyse cost related data to provide quantitative information to the users of reports. Business Development Knowledge Generation Ability to research and turn information into useful knowledge, relevant for context or responsive to a stated need   Required Skills and Experience
          Education:

        • Secondary education is required.
        • Bachelor’s degree in finance/Accounting, Business, or Public Administration, or a professional accounting qualification from an internationally recognized institute of accountancy will be given due consideration. Experience:
          • Minimum of six (06) years with Secondary education, or three (03) years with a bachelor’s degree of relevant experience in Business Administration, financial management, Public Administration and oversight, work in various aspects of administration including but not limited to general administration, procurement, and human resources.
          • Knowledge of, and familiarity with the Region is a requirement.
          • Ability to work independently, take initiative, be proactive, accurate, reliable, and impartial.
          • Knowledge and experience in the usage of computers and office software packages (MS Word, Excel, etc.) and working knowledge of spreadsheet and database packages, as well as experience in the handling of web-based management systems.
          • Experience from previous UN assignments and/or multilateral and bi-lateral aid organizations would be an asset.
          • Finance or Accounting professional Certification would be an asset.
          • UN or NGO previous relevant experience would be an asset.
          • Proficiency in English is required – both written and oral.
          • Fluency in the local language of duty station Dari and/or Pashto is required. Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
              Disclaimer   Important information for US Permanent Residents ('Green Card' holders)    Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.    UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
              Applicant information about UNDP rosters   Note: 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.   Non-discrimination   UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  
              UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.   Scam warning   The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.