Operations and Programme Associate

Under the overall guidance and supervision of the Head of Project Office, the Operations & Programme Associate will be responsible for the day-to-day administration of the physical project office (which is currently a joint UN office which UNDP manages the day-to-day logistics of) and providing overall guidance to project associates on implementation of ongoing projects within the Dominica Project Office, performing a variety of standard administrative and operational services within the framework of ensuring high quality and accuracy of work following the highest standards in line with UNDP guidelines and procedures. The Operations & Programme Associate will work closely with UNDP Project Coordinators and the UNDP Barbados and Eastern Caribbean MCO to coordinate activities and seek synergies, and support proposal development.

Summary of Key Functions: 

• Ensures implementation of operational strategies.
• Ensures effective administrative and logistical support.
• Support knowledge building and knowledge sharing in the CO

Ensures implementation of operational strategies, focusing on the achievement of the following results;

• Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies, and strategies.
• Provision of inputs to administrative business processes mapping and implementation of the internal standard operating procedures (SOPs)
• Provision of inputs for the preparation of administrative team results-oriented workplans.

Ensures effective administrative and logistical support, focusing on the achievement of the following results.

• Perform administrative support functions to facilitate the implementation of the project office, programme/project component activities
• Support smooth operational running of the projects by following established operational rules and procedures, including preparation of the supporting documentation for contracts and payments.
• Contribute to the programme component/project annual and detailed implementation work plans and reports preparation in a quality and timely manner based on the requirements of the UNDP and programme/project donors
• Support in initiating, reviewing, processing and following up on actions related to the administration of the unit’s human resource activities, including recruitment of personnel and consultants, selection, performance appraisal, training etc., ensuring consistency in the application of UN/UNDP rules and procedures
• Coordination and support to the organization of procurement processes including preparation of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request got Proposals (RFPs) documents, receipt of quotations, bids or proposals, and their preliminary evaluation. Preparation of purchase orders (POs)
• Participate in data collection, analysis and maintenance of programme component/project-related database and files; Keep accurate electronic and paper filing, information, and records systems.
• Participate in project/programme component activities (meetings, round tables, conferences, other public activities); preparation, implementation and follow-up.
• Facilitate and provide full support to programme / project monitoring, evaluation, and audit missions, as well as missions of experts.
• Support proposal development.
• Keep updated programme / project inventory and assure that UNDP regulations on the equipment use, storage and proper maintenance are adhered. Assure that the programme component / project equipment transfer/disposal is being done in accordance with UNDP rules.
• Coordinate database of all stakeholders and partners.
• Maintain contacts with relevant partners on a variety of the related issues.
• Liaise with UNDP Barbados MCO Operations on a variety of the operations related issues: procurement, financial management and human resources.
• Coordinate maintenance of stationery and office supplies, purchase office equipment when needed.

Support Project Development, knowledge building and knowledge sharing in the MCO, focusing on achievement of the following results:

• Participation in the training for the programme/ project personnel.
• Support the quality resultsshared knowledgea development of project proposals.
• Sound contributions to knowledge networks and communities of practice.

Minimum Qualifications of the Successful NPSA

Min.         Academic Education

• Secondary education is required.
• University Degree (Bachelor´s degree) in Business Administration, Public Administration, Management, economics, Environment/ climate change or related fields will be given due consideration, but it is not a requirement.

Min. years of relevant Work experience

• Minimum 7 years (with Secondary Education) or 4 years (with Bachelor’s degree) of relevant professional experience in financial and/or administrative management of projects or programmes.
• A national of Dominica or must possess a CSME skills certificate
• Experience in the usage of computers and office software packages, good knowledge, and experience in handling of web- based management systems.
• Strong interpersonal, written and oral communication skills
• Strong ability to work effectively in multi-disciplinary and multi- cultural teams

Desired additional skills and competencies

• Experience at the national or international level in offering administrative support and/or managing staff and operational systems
• Experience working with multiple stakeholders and establishing inter-relationships among international organizations and government.
• Experience in proposal development and/or report writing
• Experience in logistics and/orprocurement is desirable
• Experience working within the UN common system, international organization, government, NGO is an asset.
• Knowledge of indigenous languages of Dominica is highly advantageous

Required

Language(s) (at workinglevel)

• Fluency in English is required.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/18442