Operations Assistant-[Open to internal and external applicants] at UNDP

Madrid, Community of Madrid, Spain -

Full Time

Start Date

Immediate

Expiry Date

25 Jun, 26

Salary

0.0

Posted On

27 Mar, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Management, Administrative Processes, Financial Control, Procurement, Logistical Support, Document Management, Knowledge Sharing, Calendar Management, Correspondence, Meeting Facilitation, Invoice Processing, Asset Inventory, Travel Coordination, Filing System Maintenance, Communication, Operations Management

Industry

International Affairs

Description

This vacancy is open to UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments of all nationalities. Other applicants must be nationals of an EU Member State, Iceland, Liechtenstein, Norway, or Switzerland. Background The Bureau for Management Services’ Office of Financial Resources Management (BMS/OFRM) supports the United Nations Development Programme (UNDP) in the implementation of the 2030 agenda and UNDP’s Strategic Plan. It achieves this by developing and making fully operational a dynamic and harmonized integrated resource management framework based on comprehensive analysis that enhances UNDP’s financial and administrative performance, as well as facilitating UN reform and coherence. The primary role of BMS/ OFRM is to maintain the financial integrity of UNDP through providing functional leadership, supporting the efficient and effective management of its financial resources, promoting financial sustainability and responsible resource allocation. This is accomplished by the development and implementation of sound financial policies and practices, oversight of corporate financial management performance, and flexible scalable support to resource allocation. BMS/OFRM serves as a business partner to Bureaux and Country Offices, providing sound financial management, advisory and analytical services, with a view to continuously improve the financial management performance of business units and support Bureaux in the exercising of their oversight functions. Within OFRM, the Treasury Division oversees cash, currency and banking risks globally, managing the organization’s liquidity with centralized investment of excess cash balances to meet its liabilities. BMS/OFRM is a key source of information for the Executive Board, General Assembly, to UNDP stakeholders, and wider civil society. It supports transparency through the provision of quality statutory and other financial reports, that comply with international standards and regulatory guidelines. Position Purpose Under the overall guidance and supervision of the Treasurer, the Operations Assistant assists in the management of administrative services and executes processes and transactions ensuring high quality and accuracy of work. The Operations Assistant promotes a client, quality and results-oriented approach. The Operations Assistant works in close collaboration with the OFRM units to exchange information and ensure consistent service delivery. UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. This is a recognition of interconnected nature of development risks & crises that the world is facing and that call for assembling of multidisciplinary teams for an integrated & systemic response. Therefore, UNDP personnel are expected to work across issues, units, functions, teams and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration Duties and Responsibilities 1.) Support Office Management * Manage calendars, appointments, and correspondence ensuring professionalism and efficiency. * Screen incoming communications and ensure timely follow-up on assignments and deadlines. * Facilitate meetings, including preparing agendas and documenting minutes. 2.) Ensure implementation of operational strategies, focusing on achievement of the following results * Ensure full compliance of administrative processes with UN/UNDP rules, regulations, policies and strategies. * Provision of inputs to the OFRM administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). 3.) Provide support for administrative and financial control in the office, focusing on achievement of the following results * Finance Management for Invoices, F10 claims and Credit Card. * Create/track requisitions in Quantum (Oracle ERP). * Monitor asset inventory and support annual physical verification. * Undertaking procurement for low value purchases. * Maintenance of finance control records such as commitments and expenditures. * Confirmation of availability of funds prior to review by supervisor. * Proper control of supporting documents of funds and activities. * Provision of the information for the audit. * Assist with personal contract management. 4.) Ensure effective logistical support, and other admin support focusing on achievement of the following result * Support incoming visitors and IP Staff with their required documentations – visas, ID cards, permits, licenses, UNLPs and other relevant documents. * Logistical support for events, staff’s cubicle/desk layout and space management. * Provide support for outgoing documents – medical claims courier etc. Act as custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution. * Maintenance of the filing system ensuring safekeeping of confidential materials. * Organization and coordination of shipments and customs clearance. * Support the coordination of travel arrangements. * Organization of workshops, conferences, retreats. * Support administrative arrangements related to BCP (Business Continuity Plans). * Maintain updated contact lists or emergency rosters for the office. * Act as the other OFRM Operations Assistant’s backup when needed.• 5.) Support knowledge building and knowledge sharing, focusing on achievement of the following results: * Support training of staff on the administrative procedures. * Briefing/debriefing of staff members on issues relating to area of work. * Sound contributions to knowledge networks and communities of practice. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation. Competencies * 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 Procurement Procurement management * The ability to acquire goods, services or works from an outside external source Administration & Operations Documents and records management * Overall document (hard or electronic) management; registry and retention policy including storing and archiving Business Development Knowledge Generation * Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations. Business Management Communication * Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. * Ability to manage communications internally and externally, through media, social media and other appropriate channels. Business Management Customer Satisfaction/ Client Management * Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. * Provide inputs to the development of customer service strategy. * Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns. Business Management Operations Management * Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisation’s assets into the best results in the most efficient way. * Knowledge of relevant concepts and mechanisms. Required Skills and Experience Education: * Completion of secondary education is required. Or * University degree (bachelor’s degree) in Business Administration, Finance, Accounting or equivalent will be given due consideration, but it is not a requirement. Experience: * A minimum of 5 years (with High School Diploma) or 2 years (with bachelor’s degree) of progressively relevant administrative and operations experience is required at the national or international level. * Experience with office software (MS Word, Excel, etc.) is required. * Experience in procurement processes and resource management is desirable. * Experience and knowledge of UNDP policies and procedures is desirable. * Prior experience in a multicultural setting is desirable Languages: * Fluency in English, both oral and written is required. * Working knowledge of another official UN language is desirable. Equal opportunity As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all. Sexual harassment, exploitation, and abuse of authority UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. Probation For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period. Right to select multiple candidates 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. Use of AI by candidates Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection [https://www.undp.org/careers/using-ai-responsibly-undp-recruitment-and-selection] Scam alert UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

Responsibilities

The Operations Assistant supports office management by handling correspondence, facilitating meetings, and ensuring administrative processes comply with UN/UNDP rules and regulations. Key duties include providing administrative and financial control support, managing invoices and requisitions, and ensuring effective logistical support for staff and office operations.