Operations Assistant-NPSA 5 Vacancy-Job Ref: ACLBUNDP/2510/202161

Operations Assistant-NPSA 5 Vacancy-Job Ref: ACLBUNDP/2510/202161
Beirut,Lebanon

Job Description
Background

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.

Duties and Responsibilities

1- Supports administration and implementation of operational management strategies, adapts processes and procedures focusing on achievement of the following results:

Assist in preparing contracts for services required to carry out conferences and meetings on both national and regional levels. This includes:
Prepare request for quotations, price analysis and comparison, preparation of cost breakdowns and complete documentation needed to request contracts from UNDP;
Follow up on contract implementation before, during and after the conference and/or meeting;
Responsible for managing and maintaining office vehicles tasks including and not limited to: maintaining vehicles in a clean and tidy fashion, internally and externally; regular visual checking of vehicles and report all defects and other concerns; responsible for undertaking periodic checks of tires, brakes, batteries, lights and so on; ensuring accurate records of all vehicles usage, costs and maintenance are kept and maintained at all times; initiating rapid follow up of all reported defects, providing assistance to vehicle users as necessary in the event of breakdowns and accidents and so on; responsible for arranging for vehicles to be serviced regularly;

2- Provides support to RBAS’ Regional Programme focusing on the achievement of the following results:

Support in developing and implementing business processes for regional projects;
Responsible for administrative matters relating to official travel of the staff, consultants, and experts and prepare the travel authorizations;
Coordinate and follow-up with Country Office HR, to include but not limited to, recruitment, extension, separation, employment certificates, etc.;
Receipt of applications for internship and long listing of candidates according to UNDP rules;
Assist in managing the Regional Programme lease office Lease Management contracts, office expansion work and relocation (if any);
3- Supports procurement processes for RBAS’ Regional Programme:

Draft official correspondence on procurement related activities when requested;Support the organization of procurement processes including the preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
Assists in contract management;
Liaises and coordinates in procurement-related matters with UNDP Country Office when requested;
Assist in preparing and organizing national and regional meetings and workshops; Send all required documentation to the procurement unit in order to issue Purchase Orders (POs);
4- Assist in other processes for RBAS’ Regional Programme:

Calculate the entitlements of the participants and process the required payments (per diem and terminals when applicable);
Verify certification of payments and invoices from travel agents, event organizers, hotels and their suppliers against terms of contracts and actual services rendered; then process payment through UNDP Country Office;
Process and follow up on the payments of experts and consultants;
Prepare Travel Claim Forms for reimbursement of expenditures, for submission to the UNDP country office Payments Officer;
Act as the Regional Programme office security focal point: identifying and immediate reporting of suspicious mail, persons and/or objects that may cause a security concern and/or threat to UNDP CO Security Focal Point, UNDSS and the Regional Programme’s senior management when needed;
Support in monitoring the proper functioning of equipment in common areas, such as: conference room equipment, CCTVs, fire extinguishers, automatic doors,etc.
Coordinate and insure small one-time repairs, those of a more important nature to be done in consultation with the Management Committee.
Assist in managing office assets, as requested, through keeping up to date inventory list, receipts and other relevant documents and/or lists; perfuming physical check when and if requested;
Perform stocktaking of expendable office equipment and supplies and replenish stock as needed;
Conducts work necessary to complete administrative paper work (licenses, government forms, UNLPs, etc)

5- Ensures proper data clean-up and filing focusing on achievement of the following result:

Ensure regular data clean up, filing and maintenance of databases;
Prepares data reporting upon request.
Institutional Arrangement

The individual is required to exhibit his or her commitment to this assignment with UNDP.
S/he shall perform tasks under the general guidance and direct supervision of the Chief Technical Advisor of UNDP’s regional project for anti-corruption and integrity in Arab countries.
Competencies

Unwavering commitment to UN Values (integrity, professionalism and respect for diversity).
Highly organized, attentive to details and client oriented.
Strong report/minutes/memo writing skills.
Excellent inter-personal and oral communication skills.
Proficiency in the use of internet, email, computers, word processing, records management and filing systems.
Highly motivated, results-oriented and takes self-initiative.
Responsiveness to critical feedback and differing points of view.
Eagerness and aptitude to acquire and apply new knowledge and skills.
On time delivery under high pressure and in response to demanding and time-sensitive schedules during times of peak work.
Required Skills and Experience

Min. Academic Education

Secondary Degree or Bachelor Degree in the field of business management or social sciences, or any other relevant field

Min. years of relevant Work experience

At least 5 years with a Secondary Degree or 2 years with a Bachelor’s Degree of relevant work experience;

Previous experience with the UN is desirable

Required Language(s) (at working level)

Fluency in Arabic and English (French is a strong additional asset).

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.
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