Operations Associate

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. UNDP has been working in Afghanistan for more than 50 years on climate change and resilience, gender, governance, health, livelihoods, and rule of law.

With the current political instability, economic volatility, the collapse of basic services, the uncertainty over continued international aid as a source of revenue, the disruptions to trade and finance, and the impacts of climate change on food production, the risks faced by the poor are becoming more intense and less predictable. It is estimated that as of August 2021, even prior to the collapse of the government, over half a million people had already been displaced by conflict and thousands more affected by natural disasters. In July 2021, 18.4 million Afghans needed humanitarian assistance. This is double the number a year ago and represents one-half of the people in the country. Up to 30 percent of the population is projected to be in either a food security crisis or emergency by the end of the year, and half of all children under five are already severely malnourished. . To respond to these challenges, UNDP is working on three strategic areas: 1) essential basic services, 2) economic opportunities, climate resilient livelihoods and natural resource management, 3)social cohesion, inclusion, gender equality, human rights, and rule of law.       

In order to enable UNDP to respond to the challenges, UNDP established 8 regional offices. The Regional Offices support representation, partnership, and quality implementation of the UNDP programmes.  
 

• Support in implementation of operational and financial management strategies
• Ensure effective administrative support.
• Support knowledge building and knowledge sharing on financial and administrative matters

• Support to ensure proper planning, internal control system, and safeguard measures for efficient and effective use of financial and other resources of the UNDP programme at the regional office. 
• Ensure full compliance with UN/UNDP rules, regulations, and policies of financial activities, and financial recording/reporting system.  
• Support in the preparation of budgets, periodic expenditure reporting, donor reporting and other financial reports.
• Properly manage bank and cash operation of the Regional Office. 
• Maintain complete sets of books of accounts and financial records, on a daily basis, following standard accounting principles.   
• Support in analysis and monitoring of the financial situation, presentation of forecasts for the UNDP programme, monitoring of financial exception reports for unusual activities, and transactions executed.
• Ensure financial transactions are authorized, recorded, and filed with adequate supporting documentation.
• Preparation and monitoring of budgets; regular analysis, and reporting on the budget approvals, and the delivery situation.
• Provide coordination support in the audit and spot check process in accordance with UN/UNDP rules, regulations, policies, and procedures, including pre-audit preparations, and ensure continuous follow-up on the implementation of audit findings.

Ensure effective administrative support

• Support in all administrative work for smooth implementation of the UNDP programmes in the region. 
• Support data entry, verification, and accuracy of reporting by partners within UNDP online systems such as AIMs, other platforms or offline. 
• Support consolidating data, pictures and other inputs for success stories and communication materials. 
• Assist in facilitating missions to the region logistically including airport pick-ups, accommodation arrangement, and support to agenda preparation. 
• Assist in organizing office meetings and minutes writing and disseminate information to regional staff regularly.   
• Maintain up-to-date office and programme files, online and ensure that key documentation is saved and organized in UNDP SharePoint.
• Assist in preparing annual and quarterly work plans and periodic reporting.
• Assist in coordinating the travel of regional office staff, consultants, and partners according to related projects work plan. 
• Ensure availability, efficient deployment, and regular maintenance of programme equipment, including vehicle(s), computers, and other equipment for operational purposes.
• Prepare various contractual documents related to the procurement of goods and services, ensuring adequate protection of the interest of the programme, and follow-up on the status of contracts.
• Ensure that vehicle logbooks are systematically maintained by the Drivers, vehicles are in proper condition, and office supplies are well stocked and properly accounted for. 
• Provide support in administering recruitment and procurement of goods and services, in accordance with UNDP rules and procedures.
• Perform other administrative duties related to the regional office, as assigned by the Area Manager.

Support knowledge building and knowledge sharing on financial and administrative matters

• Ensure facilitation of knowledge building, and knowledge sharing, and provide guidance to all stakeholders on financial and administrative matters. 
• Support the organization/conduct of training on financial management and administrative procedures.
• Document lessons learned and best practices in financial management and administration.

Cross-Functional & Technical competencies