Regional Operations Associate (UNCDF)
Job ID: 29100
Job Views: 2205
Location: Addis Ababa, Ethiopia
Job Category: Management
Employment Type: Full time
Salary: XXXXX
Posted: 12.20.2013
Application Deadline: 12.15.2013
Job Description
INTERNAL/EXTERNAL VACANCY ANNOUNCEMENT
56/2013
56/2013
THE UNITED NATIONS DEVELOPMENT PROGRAMME (UNDP)
INVITES APPLICANTS FOR THE FOLLOWING POSITION:
INVITES APPLICANTS FOR THE FOLLOWING POSITION:
Post Title: Regional Operations Associate (UNCDF)
Agency: UNCDF
Type of Contract: Fixed Term Appointment
Grade: GS-7
Duty Station: Addis Ababa
Duration: 12 months, with a possibility of extension
Vacancy Announcement: UNDP/ICS-7/56/2013
Date of Entry: ASAP
Agency: UNCDF
Type of Contract: Fixed Term Appointment
Grade: GS-7
Duty Station: Addis Ababa
Duration: 12 months, with a possibility of extension
Vacancy Announcement: UNDP/ICS-7/56/2013
Date of Entry: ASAP
Background
Under the guidance and direct supervision of the Portfolio Specialist, the Regional Operations Associate provides leadership in execution of operational services for UNCDF in the Southern and East Africa Region, ensuring their effectiveness, transparency and integrity. The Associate promotes a client-focused, quality and results- oriented approach in the Unit.
The Regional Operations Associate works in close collaboration with the operations, programme and project teams in the UNCDF Regional Office, UNCDF HQs, and UNDP Regional Service Centre and UNDP Country Offices, for resolving complex operational -related issues and information delivery. In addition, the incumbent supports the UNCDF Regional Office on matters related to Human Resources management, as well as administrative office tasks.
Summary of Key Functions:
• Administration and implementation of operational strategies at regional level;
• Organization of procurement processes for RO, COs, and NIM/DIM projects;
• Control of RO, CO and project assets throughout the Region;
• Organization of logistical services;
• Supports HR processes in the Region;
• Ensures administrative tasks at the Regional Office.
• Organization of procurement processes for RO, COs, and NIM/DIM projects;
• Control of RO, CO and project assets throughout the Region;
• Organization of logistical services;
• Supports HR processes in the Region;
• Ensures administrative tasks at the Regional Office.
Duties and responsibilities:
1. Ensures administration and implementation of the operational strategies at regional level, focusing on achievement of the following results:
• Full compliance of procurement activities with UN/UNDP/UNCDF rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system;
• RO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement & Logistics, control of the workflows for Procurement;
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management;
• Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the RO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction;
• Contributes to the management of the roster of consultants for UNCDF, from a regional perspective
• RO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement & Logistics, control of the workflows for Procurement;
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management;
• Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the RO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction;
• Contributes to the management of the roster of consultants for UNCDF, from a regional perspective
2. Organizes procurement processes for RO, COs and NIM/DIM projects focusing on achievement of the following results:
• Preparation of procurement plans for the office and projects and their implementation monitoring;
• Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
• Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Buyers profile in Atlas;
• Recording and maintenance of Vendors in Atlas, at regional level;
• Support to procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
• Participation in joint procurement processes for the UN Agencies in line with the UN reform;
• Develops and maintains filing systems for all procurement and asset-related processes for UNCDF at regional level;
• Provides clear and systematic guidance to COs and projects on the processes and rules and regulations on procurement.
• Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
• Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Buyers profile in Atlas;
• Recording and maintenance of Vendors in Atlas, at regional level;
• Support to procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
• Participation in joint procurement processes for the UN Agencies in line with the UN reform;
• Develops and maintains filing systems for all procurement and asset-related processes for UNCDF at regional level;
• Provides clear and systematic guidance to COs and projects on the processes and rules and regulations on procurement.
3. Ensures proper control of RO, CO and project assets throughout the Region focusing on achievement of the following results:
• Preparation of inventory reports for the RO and at regional level;
• Implementation of Inventory and physical verification control in the RO and follow-up on the same for CO’s and projects;
• Appropriate management of assets in Atlas, for the RO and at regional level;
• Provides clear and systematic guidance to COs and projects on the processes and rules and regulations for the management of assets.
• Implementation of Inventory and physical verification control in the RO and follow-up on the same for CO’s and projects;
• Appropriate management of assets in Atlas, for the RO and at regional level;
• Provides clear and systematic guidance to COs and projects on the processes and rules and regulations for the management of assets.
4. Ensures organization of logistical services focusing on achievement of the following results:
• Participation in the trainings for the operations/ projects staff on Procurement;
• Sound contributions to knowledge networks and communities of practice.
• Sound contributions to knowledge networks and communities of practice.
5. Ensures support to HR processes in the region, in support of dedicated HR services at UNDP RO and UNCDF HQ:
• Support to staffing planning at regional level;
• Monitoring and follow-up on HR processes (appointments, renewals, terminations);
• Effective support to all administrative tasks related to recruitment processes at regional level.
• Monitoring and follow-up on HR processes (appointments, renewals, terminations);
• Effective support to all administrative tasks related to recruitment processes at regional level.
6. Ensures timely and effective support on administrative tasks at the Regional Office focusing on achievement of the following results:
• Support to the execution of administrative tasks, as requested, for the effective running of the Regional Office;
• Support and guidance to Country Offices and projects on administrative matters, as requested.
• Support and guidance to Country Offices and projects on administrative matters, as requested.
Competencies
Corporate Competencies:
• Demonstrating/safeguarding ethics and integrity
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making
Functional Competencies:
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
• Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches
• Documents innovative strategies and new approaches
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Identifies new and better approaches to work processes and incorporates same in own work
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Identifies new and better approaches to work processes and incorporates same in own work
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
• Documents ‘best practices’ in organizational change and development within and outside the UN system
• Demonstrates ability to identify problems and proposes solutions
• Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
• Uses information/databases/other management systems
• Provides inputs to the development of simple system components
• Makes recommendations related to work procedures and implementation of management systems
• Provides inputs to the development of simple system components
• Makes recommendations related to work procedures and implementation of management systems
Client Orientation
Level 1.1: Maintains effective client relationships
• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client needs promptly
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client needs promptly
Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information
• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports
• Prepares timely inputs to reports
Job Requirements
Education:
• Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.
Experience:
• Minimum 7 years of progressively responsible administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.), advance knowledge of automated procurement systems, experience in handling of web based management systems.
Language requirement:
• Fluency in English is required; fluency in French is an advantage.
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