Operations Associate – UN jobs – Career

Among the 8 area offices of UNDP Syria, the Hasaka Area Office in Qamishli is growing to provide the necessary services and achieve the planned functions efficiently. . UNDP projects in Hasaka include rehabilitation work at community level, restoring economic development and livelihood opportunities, and promoting social cohesion. In addition, the Hasaka Area Office is providing support to resilience assistance in the neighboring Deir Ezzor and partial assistance to Raqqa Governorates. Consequently, there is a growing number of procurement cases, financial transactions, and logistical requirements to support project implementation.

Under the guidance and supervision of the Head of Area Office (primary reporting line) in matrix management with the CO Operations Manager (secondary reporting line), the Operations Associate, ensures execution of transparent and efficient operations services and processes in the Area Office in Qamishli. The Operations Associate works in close collaboration with the operations, programme and projects’ staff in the Country and Area Offices for resolving operations related issues and information exchange; advises the Head of Area Office on all aspects of management and operations in the Area Office; ensures consistent services delivery in the Area Office; implements policies and methods to maximize the Area Office performance, demonstrating capacity for innovation and creativity and providing advice to the management on readjustment of operations.

The Operations Associate Supports and guides the Area Office operations team and fosters collaboration within the team and with other UN agencies and Government officials consistent with rules, regulations and client-oriented approach to successfully deliver operations services.

• Ensuring the strategic direction of the Area Office operations aligned with Country Office and corporate operations policy
• Financial resources management, human resources management, procurement and logistical services and supervision of all operations and IT in the Area Office
• Information and communication management
• Close collaboration with UNDP security team

As a member of the Area Office Management Team, ensures the strategic direction of operations focusing on achievement of the following results:

• Ensures full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of targets and monitoring achievement of results.
• Successfully manages Area Office operational support by provision of advice on strategies, policies and plans affecting Area Office operations based on business principles.
• Support collaborative arrangements with potential partners for resources mobilization purposes and appropriate operational partnership arrangements.
• Under the guidance of the Country Office Operations Manager responsible for Area Office business processes support in mapping and establishment of internal Standard Operating Procedures (SOPs) in finance, human resources management, procurement, logistical and ICT services and results Management.
• Sets and monitors targets for operational efficiency and ensures constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment.
• Support knowledge building and sharing with regards to management and operations in the Area Office, organization of the operations staff trainings, synthesis of lessons learned/best practices, and sound contributions to UNDP knowledge networks and communities of practice.

Support effective and accurate financial resources management, strategic human resources management, efficient procurement and logistical services managementfocusing on achievement of the following results:

Financial Management

• Proper planning, expenditures tracking, reporting and audit of financial resources in accordance with UNDP rules and regulations,
• Organization and oversight of Area Office cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site.
• Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff of the results of the investigation when satisfactory answers are not obtained.
• Ensures the financial integrity of the Area Office through appropriate controls and reporting structures; manages the Area Office audit exercise; follow up on necessary training and orientation.
• Ensures cost-recovery system for the services provided by the Area Office to projects or other agencies.
• All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.

Human Resources Management

• Area Office compliance with corporate human resources policies and strategies.
• Advises and supports ensuring optimal staffing of the Area Office and projects.
• Support recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contract management, performing the functions of HR Associate in Quantum.
• Ensures maintenance of the proper performance management and staff development systems.
• Reviews training needs for Area Office staff, develops a training plan and makes recommendations to Management for its implementation taking into consideration resources available.

Procurement and Logistical Services

• Area Office compliance with corporate rules and regulations in the field and management of the Area Office procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
• Support the management of the Area Office contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with UNDP rules and regulations, acting as Associate Level 1 or 2 (as delegated) in Quantum for purchase orders approval and requisitions is required.
• Support the management of  support services, including travel and logistics, and office premises for the Area Office is required
• Supervision of vehicle fleet management.
• Support in managing the  UNDP assets ensuring full compliance with IPSAS in the accounting for procurement, utilization and disposal of the Area Office’s assets.

Ensures forward-looking information and communication management and supervision of ICT focusing on achievement of the following results:

• Maintaining a secure, reliable infrastructure environment for ICT and adequately plans for disasters and recoveries.
• Use of Qunatum functionality for improved business results and improved client services.
• Promotion of different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system, etc.
• Identify office technology needs and oversee maintenance of equipment, software and systems.

Ensures safe working conditions through adherence to UNDP security management in the field and focusing on the following results:

• Works closely with UNDP LSA and UNDSS to ensure security of Area Office staff and premises supports the implementation of UNDP MOSS/MORSS compliance.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

Matrix reporting to Head of Area Office and Country Office Operations Manager.