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Vacancy Announcement UNDP/PFF/05/08 - Operations Associate PDF Print E-mail
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The UNDP Partnership for the Future Programme, funded by the European Union, aims at contributing to the peace building process in Cyprus through different levels of intervention ranging from Urban Infrastructure and Rehabilitation to assistance to small and medium sized enterprises.
Under the guidance and supervision of the UNDP – PFF Programme Managers, the Operations Associate provides leadership in execution of operational services of the UNDP – PFF projects.
The Operations Associate promotes a client-oriented approach consistent with UNDP rules and regulations. The Operations Associate works in close collaboration with the operations teams in the Bratislava Regional Center and UNDP HQs staff and supervises the Security and Office Assistant, the Driver / Messenger and any other supporting employees who might be assigned.


Duties and Responsibilities:

Summary of Key Functions:

  • Administration and implementation of operational policies
  • Atlas entries, financial resources management, monitoring and reporting
  • Procurement and logistical services
  • Human Resources
  • General administration including security and ICT


1. Ensures administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:


– Full compliance with UN/UNDP rules, regulations, and policies, implementation of corporate operational policies


– Constant monitoring and analyses of the operating environment, come up with recommendations on timely readjustment of the operations, advice on legal considerations and risk assessment


– Interact with colleagues, clients and partners to exchange information on operational issues and seek co-operation. Resolve operational and process problems and refer complex issues to supervisor with recommendations for courses of action.


2. Ensures correct Atlas accounting and budget entries, provides effective monitoring and reporting of financial resources, while focusing on achievement of the following results:


– Payments, initiated locally are fully in accordance with the UNDP financial rules and regulations and are supported with adequate documentation;


– E-requisitions, Purchase Orders and non-PO vouchers are processed correctly and in accordance with UNDP rules and regulations;


– Atlas vendor database is maintained correctly and entries are done in accordance with UNDP rules and regulations;


– Commitments under the projects are properly closed at the end of the year;


– Projects Annual Work Plans are prepared in accordance with the UNDP regulations and Atlas budget revisions are processed on a timely manner;


– The budgets, commitments and disbursement are regularly monitored via the Atlas reports and any external reports are updated upon requirements and needs;


– During end-year closing procedures closely cooperates with the BRC and provides information upon requests;

– Coordinates and oversees implementation of Financial control mechanisms ensuring appropriate management of Petty Cash, funds replenishments, banking, VAT returns


– Monitoring the proper and transparent filing system of the supporting documents, including documents from other COs from where payments were processed;

– Communicates with the COs, Bratislava Regional Center, and RBEC NY on financial issues when needed

– Prepares financial project reports to donors on a timely and quality basis.


– Provides backstopping in the absence of Finance Staff

3. Ensures efficient and cost-effective procurement and logistical services focusing on achievement of the following results:


– Effective and transparent procurement and purchase of goods and services in accordance with the UNDP rules and regulations;

– Management of long-term agreements (LTAs);

– Asset and inventory records of all procurement items are in accordance with the UNDP Asset Management Rules;



– Travel services and related payments to the project staff and other parties are provided on an efficient and timely manner;


4. Coordinates smooth functioning of the General Administration, while focusing on achievement of the following results:


– The vehicle log is maintained in accordance with UNDP rules and regulations and the maintenance of the vehicle is ensured on a regular bases;


– The UNDP security rules are implemented in a full scale;


– The IT and telecommunication equipment are fully functional and maintained


– Maintains filling system and when applicable intranet


5. Ensures co-ordination with Bratislava for Human Resources, while focusing on achievement of the following results:


– Ensures proper Human Resources management focusing on compliance with corporate Human Resources policies and strategies


6. Information & Communication Management


– Compliance of ICT infrastructure with Office of Information Systems and Technology (OIST) standards.


– Implementation of ICT strategies and introduction/implementation of new technologies.


– Analysis of the requirement and elaboration of internal policies and procedures on the use of ICT.


– Web-site maintenance and update


7. Supports knowledge building and knowledge sharing in the PFF Unit, focusing on achievement of the following results:


– Training of staff on ATLAS and procurement /administrative procedures


– Sound contributions to knowledge networks and communities of practice.


Performs other functions and tasks as required



Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values.


– Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability



Functional Competencies:

Knowledge Management and Learning

– Shares knowledge and experience


– Encourages office staff to share knowledge and contribute to UNDP practice areas


– Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills


Development and Operational Effectiveness

– Ability to perform a broad range of specialized activities related to financial resources management, procurement, monitoring, IT and general administration.


– Sound knowledge of UNDP rules and regulations in the area of operations.


– Strong IT skills, knowledge of management support software applications (ERP-type)



Leadership and Self-Management


– Focuses on result for the client and responds positively to feedback
– Consistently approaches work with energy and a positive, constructive attitude
– Demonstrates openness to change and ability to manage complexity
– Demonstrates good oral and written communication skills
– Demonstrates openness to change and ability to manage complexities



Required Skills and Experience
– Secondary education. University degree in Business Administration, Public Administration, Management, or related field would be an asset, but it is not a requirement.


– 3 years of progressively responsible experience relevant to ToR is required at national or international level.


– Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.


– Knowledge of English as well as of Turkish and/or Greek ;


– Knowledge of UNDP procedures and operations will be an asset;


– Please note that this vacancy is open to EU citizens or individuals with valid local work permit



Download full Terms of Referece
Last Updated ( Tuesday, 07 October 2008 )

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