UNDP Recruits Operations Associate - Abuja

Background

Democratic governance is a concept that emerged from the principles that are based on the understanding that an effective system of democratic governance is one which is based on representative, equitable (across gender and other categories), transparent, accountable and inclusive institutions; a vibrant, responsible and capable media; and a dynamic civil society which is engaged in the political process. The overall goal of the Deepening Democracy Project in Nigeria is to help develop the capacity of national and sub-national institutions, networks and processes, whether governmental or non-governmental, as a contribution to the further entrenchment of democratic governance in Nigeria.
Efforts on the electoral cycle reinforce national efforts to build the norms, practices, mechanisms, and institutions that can foster active citizenship and stronger democratic accountability, in keeping with the stated objectives of Government policy. The project provides technical assistance to the Electoral Institute of the Independent National Electoral Commission, State Independent Electoral Commissions, and the Resident Electoral Commissioners. In addition, the project works with civil society and other democratic institutions to help them maximize public participation and confidence in the outcome of elections.

Work on broader issues of democratic governance helps build the norms, practices, and institutions that can underpin the development of democratic governance in Nigeria over the medium- to long-term whilst also supporting near-term action on pressing issues such constitutional and electoral reform. The project primarily provides technical assistance and financing for capacity development linked to practical outcomes in a number of areas: legislature, political parties, electoral management bodies, civil society, media and gender .

Duties and Responsibilities

Under the overall guidance of the Project Director and direct supervision Operations Coordinator DGD, the Operations Associate provides the overall operations tasks and execution of varied and inter-related operational, administrative and logistical activities in DGD ensuring high quality and accuracy of work. The Operations Associate promotes a client, quality and results-oriented approach.

The Operations Associate works in close collaboration with the Project Director/ Operations Coordinator DGD, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Summary of Key Functions :

* Implementation of operational strategies
* Provision of effective and efficient administrative, logistics and operational support services
* Support to supply and assets management
* Effective Operations and financial control in the office
* Proper common services
* Support to knowledge building and knowledge sharing

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

* Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
* Support to the DGD administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
* Preparation of operations, administrative team results-oriented work plans.
* Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

2. Ensures effective and efficient provision of operations works, focusing on achievement of the following results:

* Coordination and supervision of support staff engaged in the fields of general services, telephone operator/receptionist, etc.
* Coordination and supervision of operations and finance,
* Presentation of thoroughly researched information for planning of financial resources for administrative services.

3. Provides support to proper supply and assets management, focusing on achievement of the following result:

* Coordination of assets management in the Project, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
* Coordination of the provision of reliable and quality office supplies

4. Ensures effective operations and financial control in the office, focusing on achievement of the following results:

* Implementation of the control mechanism for operational works maintenance of administrative control records such as commitments and expenditures.
* Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in ATLAS;
* Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
* Proper inventory control; supervision of proper issuance of inventory items and supplies.
* Review of travel authorizations, documentation, payments
* Assistance in the preparation of budget, audit and other reports.
* Provision of researched information, reports for audit exercises.

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

* Organization of training for the operations/projects staff on administration.
* Briefing to staff members on general administrative matters; provision of advice and administrative support.
* Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of the UNDP & the Project as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Corporate Competencies

* Demonstrates commitment to UNDP’s mission, vision and values
* Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning

* Shares knowledge and experience
* Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

* Ability to perform a vide range of varied, inter-related complex administrative services
* Ability to extract, interpret and analyze data and resolve operational problems
* Ability to work with minimum supervision
* Ability to supervise and train support staff
* Ability to plan and organize work
* Good knowledge of administrative rules and regulations
* Strong IT skills, knowledge of Atlas
* Ability to provide input to business processes re-engineering, implementation of new systems

Leadership and Self-Management

* Self-driven, highly efficient and effective;
* Focuses on result for the client and responds positively to feedback;
* Consistently approaches work with energy and a positive, constructive attitude;
* Remains calm, in control and good humored even under pressure.

Required Skills and Experience

Education:

* Secondary education. Certification in Administration. University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience:

* 5 to 7 years of relevant experience in Operations/ administration related field or programme support service.
* Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language Requirements:

* Fluency in written and oral English

Application Deadline
19th March, 2010

How To Apply
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