Operations Associate(Open to all Applicants) at UNDP

Jordan Gate Towers, Amman, Jordan -

Full Time

Start Date

Immediate

Expiry Date

29 Aug, 26

Salary

0.0

Posted On

31 May, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Financial Management, Procurement, Human Resources Administration, Budget Planning, Contract Management, Logistics Coordination, Office Administration, Internal Control, Document Management, Event Planning, MS Word, MS Excel

Industry

International Affairs

Description

Tiered Approach In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby: * Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026. * Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments * Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers * Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply. Background 1. Office/Unit/Project Description UNDP Jordan's 2018-2022 country programme seeks to support national efforts in reaching a solution pathway that achieves the goal of a more inclusive and resilient nation which can effectively address the development challenges it is faced with, through its five programme pillars. Among these pillars is the Environment, Climate Change and DRR Portfolio that assist the country to integrate environmental concerns into national and sectoral plans and strategies; secure resources; and implement programmes that advance inclusive, sustainable development, and strengthen livelihoods. The coastline of the Gulf of Aqaba in Jordan, spanning a mere 27 kilometers at its northeastern tip, holds a distinctive role as Jordan's limited maritime access. Its pristine waters boast a stunning coral reef teeming with diverse marine life. Recognizing the importance of preserving this unique biodiversity, the Aqaba Special Economic Zone Authority (ASEZA) reclassified the Aqaba Marine Park (AMP) to the Aqaba Marine Reserve (AMR) in 2020. This designation, integrated into the Jordan National Protected Areas (JNPA) network, underscores its significance for biodiversity conservation and community engagement. Jordan's nomination of the AMR for inclusion on UNESCO's tentative list in 2023 further acknowledges its potential as a natural heritage site of Outstanding Universal Value. 2. Scope of Work Under the overall guidance and supervision of the Aqaba Projects Coordination Manager, the Operations Associate will provide support to the Aqaba Projects, is expected to perform the following responsibilities and duties: * Ensures implementation ofoperational and financial strategies, and adapts processes and procedures of the Aqaba Projects focusing on the achievement of the following: * Ensure full compliance of procurement, finance, HR and administration activities with UN/UNDP rules, regulations, policies and procedures, and implementation of effective internal control. * Provide effective financial management and administrative assistance to support implementation of the Aqaba Programme. * Support the recruitment of PSA holders and UNVs for the Aqaba Projects. * Provides effective financial management support, focusing on the achievement of the following: * Support budget planning for the Aqaba Projects, implement the control mechanism through monitoring the budget lines and budget funds balance, and preparation of modifications as required. * Regularly reviewing Quantum financial expenditure reports and advising the relevant project leads. * Assistance in proper control of supporting documents for payments and financial reports. * Administers procurement and administrative focusing on achieving the following: * Ensure effective procurement of goods and services, recruitment, and contract management process related to the Aqaba Projects’, including but not limited to, liaising with team members and follow up on contracts for consultants, interns, and vendors in collaboration with supervisors and help ensure timely payment, support in preparing long lists of consultants for selection by supervisor and compile supporting documents. * Prepare procurement plans for the office and monitoring of implementation. * Prepare submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP). * Implement 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. * Provides logistical administrative support services to focusing on achievement of the following: * Process travel for missions, workshops and duty travel of staff, including purchase of tickets, DSA calculation, travel requisition preparation; visa and hotel arrangements, including LP, as needed. * Ensure support with the onboarding of the new personnel , including but not limited to setting up the workstation, obtaining the email address and phone numbers, coordinating with relevant teams the set up on laptops, support in setting up introductory meetings, etc. * Act as custodian for management of office stationery supplies and office IT equipment including maintenance of stock list of stationery & IT equipment, distribution of equipment as required by staff and keeping a log of distribution. * Implement Inventory and physical verification controls in coordination with the Operations Team. * Maintain files and records relevant to office maintenance. * Provide support for maintenance of premises. * Coordinate and liaise on IT support in Amman’s office. * Coordinate meetings and workshops, including logistics of meetings, and assists in arrangement of appointments and meetings as required. * Ensures facilitation of knowledge building and knowledge sharing within the Amman’s CO teams focusing on achievement of the following: * Develop and maintain administration operations support-related guidelines, checklists, trackers, and other documentation using shared drives. * Maintain project files and an effective documents management system. * Support the implementation and knowledge sharing for projects implemented as part of People for 2030. 3. Institutional Arrangement In this context, the Operations Associate will work under the UNDP Aqaba Projects. S/he works under the guidance and supervision of the Aqaba Projects Coordination Manager and in close collaboration with the operation unit and the Programme Analysts in Jordan CO. 4. 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 Business Direction & Strategy Business Acumen Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome Ability to make good judgments and quick decisions within such frameworks Knowledge and understanding of the operational frameworks in the organization. Business Development Collective Intelligence Design Ability to bring together diverse groups of people, data, information, ideas, and technology to solve problems and design solutions or services. Knowledge and understanding of Collective Intelligence Design principles, methodology and practices. 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. Administration & Operations Documents & records management Overall document (hard or electronic) management; registry and retention policy including storing and archiving. Administration & Operations Travel contract management Knowledge of policy and procedures related to contract management, incl. oversight of the Long-Term Agreement (LTA) with the Travel Management Services (TMS) provider; UN airline agreement management covering all major rail providers; ability to negotiate airline discounts. 5. Minimum Qualifications of the Successful NPSA Min. Education requirements Secondary education is required, Or A university Degree (Bachelor’s degree) in Business or Public Administration, or related field will be given due consideration, but is not a requirement. CIPS level 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage. Min. years of relevant work experience A minimum of seven (7) years (with Secondary Education) or four (4) years (with Bachelor’s degree) of relevant work experience in the area of Operations or related field is required at the national or international level related field is required. Required skills * Experience in the usage of computers and office software packages (MS Word, Excel, etc), * Working experience in financial management of development projects. Desired skills in addition to the competencies covered in the Competencies section * Knowledge in the administrative and financial systems of Aqaba Special Economic Zone Authority (ASEZA). * Knowledge of UN administrative and operational systems and procedures. * Experience in project operations and procurement. * Experience in office archiving. * Experience in events planning and logistics. Required Language(s) Fluency in written and spoken Arabic and English is required. 6. The following documents shall be required from the applicants: 1. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers. 2. A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position. 3. Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials. 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. 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 Associate provides financial, administrative, and procurement support for the Aqaba Projects to ensure compliance with UN/UNDP regulations. Key duties include budget monitoring, managing vendor contracts, and coordinating logistical support for missions and workshops.