Operations Assistant

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Description

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Position purpose: Under the overall guidance and direct supervision of the Operations Manager, the Operations Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work and supports the Operations Manager in the administration and coordination of the Operations activities of the Country Office. The Operations Assistant promotes a client, quality and results-oriented approach.

The Operations Assistant works in close collaboration with the operations, programme, and project teams in the Country Office (CO) and with UNDP HQs, Regional Hub and GSSC staff, other UN Agencies staff, and Government officials ensuring successful Country Office (CO) performance in Operations.

Duties and Responsibilities

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

• Full compliance of operations activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the CO operations business processes mapping and implementation of the internal standard operating procedures (SOPs), in line with GSSC services.
• Support timely case submission to GSSC as needed, and proactively follow-up for timely case completion.
• Provision of inputs to preparation of operations team results-oriented workplans.
• Contribute to UNDP being a partner of choice for operational backbone services in the UN system, and to the development of strong client relationships with UN agencies to which we provide Agency services.

Ensures effective and efficient functioning of the unit (operations unit), focusing on achievement of the following results:

• Contacts with visitors and staff, arrangement of appointments and meetings of the Operations Manager, acting as an interpreter when required and/or taking minutes.
• Compilation and preparation of briefing and presentation materials, background information and documentation for meetings and missions.
• Translation of simple correspondences, when needed.

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

• Organization, preparation of documents for UNDP shipments (sent), preparation of all necessary documentation, implementation of follow-up actions;
• Performance of a Travel Processor in ERP System and preparation of POs for travel activities;
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
• Administrative support to conferences, workshops, retreats;
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance;
• Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
• 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;
• Extraction of data from various sources;
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
• Assistance in the preparation of budget, provision of information for audit.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports
• Maintenance of files and records relevant to office maintenance
• Provision of support to maintenance of common premises and common services

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration.
• Sound contributions to knowledge networks and communities of practice.

Required Skills and Experience

Education:

• Secondary education with a minimum of 5 (five) years of relevant experience is required.
• A Bachelor’s Degree in Business Administration, Economics, Finance, Management or other relevant field with a minimum of 2 (two) years of relevant work experience may be accepted.

Experience:

• Minimum 5 years (with Secondary education) or 2 years (with Bachelor degree) of relevant experience in administration, operations, or project/ programme support service. 
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). 
• Experience in coordinating complex events/meetings with various internal and external participants is an asset.
• Practical experience in small scale procurement is an asset.
• Experience in an international organization or within the United Nations system is desirable.
• Experience in working with an ERP system is desirable.
• Fluency in English and Russian required. Kyrgyz language a strong advantage. Fluency in other UN languages is also beneficial.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/19062

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