Closing Date: Sunday, 28 November 2010
1 Klovsky Uzviz
Tel.: + 380 44 253 9363
Fax: + 380 44 253 2607
The UNV Operation's Assistant is assigned to the office of the UNDP Resident Representative to work with the UNV Programme officer to provide support to UNV activities in the country.
The UNV Operation's Assistant, recruited locally, would primarily be responsible for personnel and administrative requirements related to the UNV inputs/assignments, in order to relieve the UNV Programme officer of certain operational tasks so that the latter can devote most of his/her time to programming, monitoring and backstopping responsibilities as reflected in his/her job description.
The UNV Operation's Assistant works under the direct supervision of the UNV Programme officer through whom he/she reports to the UNDP Resident Representative. To function effectively, it is essential that the UNV Operation's Assistant maintains close working relations with other staff of the UNDP office, in both administration and programme divisions, and be well integrated as a member of the UNDP team.
Duties and Responsibilities
Summary of key functions:
Facilitate procurement processes.
Control of CO assets.
Provision of logistical services.
Implementation of operational strategies.
Administration of budgets.
Accounting and administrative support and Global payroll.
Administration and implementation of HR strategies and policies.
Provision of HR services.
Developing of volunteerism and programming.
1. Facilitates procurement processes for UNV COT, UNV funded projects focusing on achievement of the following results:
Preparation of procurement plans for the office and projects and their implementation monitoring.
Preparation of submissions for procurement to UNDP CO.
Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
Presentation of reports on procurement in the CO.
2. Ensures proper control of CO Assets focusing on achievement of the following result:
Preparation of inventory reports.
Implementation of Inventory and physical verification control in the CO.
3. Ensures organisation of logistical services focusing on achievement of the following results:
Organization of travel, including purchase of tickets, DSA calculation, Requisition preparation; arrangement of shipments; conference facilities arrangements.
4. Ensures implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:
Full compliance with UN/UNDP rules and regulations of financial processes, financial records and reports and audit follow up; implementation of the effective internal control framework.
CO Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.
5. Ensures administration of budgets focusing on achievement of the following results:
Preparation and modifications of budgets for UNV activities and follow-up with HQs.
Presentation of researched information for planning and status of financial resources of the CO.
6. Provides accounting and administrative support to the UNV COT and performs Global payroll functions focusing on achievement of the following results:
Proper control of the supporting documents for payments and financial reports for UNV activities; preparation of all types of vouchers for management projects and PO vouchers for management and development of UNV activities.
Global payrolls processing in Atlas.
Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
7. Ensures administration and implementation of HR strategies and policies focusing on achievement of the following results:
Full compliance of records and reports with UN rules, regulations, UNDP/UNV policies, procedures and strategies; effective implementation of the internal control framework.
Provision of information to the management and UN Volunteers on rules and regulations.
8. Provides HR services focusing on achievement of the following results:
Implementation of recruitment processes including drafting vacancy announcement, screening of candidates, and inclusion to interview panels.
UNV Atlas Wave-II implementation, performing the functions of HR Administrator and Absence Processor in Atlas. Timely follow up with HR and Finance staff on Global payroll issues.
Input and tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments, separations through Atlas.
Maintenance of the UNV CO staffing table.
Provision of information on benefits/entitlements to the UN Volunteers.
9. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
On arrival orientation for UN Volunteers.
Synthesis of lessons learnt and best practices in Procurement, Finance and HR.
Sound contributions to knowledge networks and communities of practice.
10. In CO where there is no UNV Programme Officer, performs following programming activities:
Monitoring and Evaluation of volunteers.
Performance Appraisal at the end of assignment for UNV volunteers.
In close liaison with other UN agencies and UNDP programmes, conduct of actions aimed at awareness raising of International Volunteer Day.
11. Carries out communication duties aimed at promotion of volunteerism locally:
Design, approval and implementation of UNV communication/information strategy.
Maintain close working contacts with mass-media representatives (both Ukrainian and international).
Translate UNV CO correspondence and ensure translation during meetings.
Liaise with communication staff of other UNDP projects and UN CO System worldwide.
Development of programme promotion materials such as leaflets, brochure, newsletters, and their production.
Ensure wide and target distribution of information materials produced.
Maintain and update UNV Ukraine website regularly.
Prepare photos related to the activities implementation.
Monitoring of the press and publications for articles of interest to the programme to be circulated within programme staff.
Handle correspondents and reply to inquiries for public information materials
Any other tasks related to the job as directed by the supervisor.
Impact of Results
The key results have an impact on the overall execution of the UNV CO Procurement, Financial, HR services and success in implementation of operational strategies. Accurate analysis and presentation of procurement and financial information, duly organised procurement processes ensure proper financial, HR services, client satisfaction and overall timely delivery of UNV programmes and projects.
Demonstrates commitment to UNDP's mission, vision and values.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Knowledge Management and Learning
Shares knowledge and experience.
Encourages office staff to share knowledge and contribute to UNDP Practice Areas.
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 variety of specialized activities related to asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets.
Ability to perform a variety of specialized activities related to HR management, including administration of recruitment, contracting and performance evaluation, monitoring of transactions, reporting.
Strong IT skills.
Sound knowledge of financial rules and regulations.
Ability to provide input to business processes re-engineering, implementation of new system.
Leadership and Self-Management
Focuses on result for the client.
Consistently approaches work with energy and a positive, constructive attitude.
Remains calm, in control and good humour even under pressure.
Demonstrates openness to change.
Responds positively to feedback and differing points of view.
Required Skills and Experience
Secondary Education with specialised certification in Accounting/Finance or HR or Procurement. Postgraduate qualifications in public administration/education. University degree in Business or Public Administration would be desirable, but it is not a requirement.
5 years of progressively responsible administrative or finance or HR experience is required at the national or international level.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems.
Fluency in the UN and national languages of the duty station.
This is a locally recruited position and no expatriation benefits will apply.
All interested candidates should complete the UN PERSONAL HISTORY FORM* (P-11) and attach it to the on-line application (instead of CV).
Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued.
DEADLINE FOR APPLICATIONS IS 28/11/2010
UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Applications may only be submitted for specific vacancy. We regret that we will not be able to acknowledge all unsolicited general applications for employment.
Personal History Form can be downloaded from http://www.un.kiev.ua/bc/jobs/
Qualified women are strongly encouraged to apply.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.