UN Regional Operations Associate Job Careers – United Nations Capital Development Fund (UNCDF)

Organization: United Nations Capital Development
Fund (UNCDF)
Duty Station: Kampala, Uganda
Reports to: Regional
Operations Manager
About US:
United Nations Capital Development Fund (UNCDF) is the UN’s
capital investment agency for the world’s least developed countries. It creates
new opportunities for poor people and their communities by increasing access to
microfinance and investment capital.  UNCDF focuses on Africa and the
poorest countries of Asia and the Pacific, with a special commitment to
countries emerging from conflict or crisis.  It provides seed capital –
grants and loans – and technical support to help microfinance institutions
reach more poor households and small businesses, and local governments finance
the capital investments – water systems, feeder roads, schools, irrigation
schemes – that will improve poor peoples’ lives.
Job Summary: Under
the supervision of the Regional Operations Manager, the Regional Operations
Associate G7 will provide a wide range of programme and operational support
services and ensure full compliance of UNCDF regional programme operations with
the UNCDF operational framework in line with the UN/UNDP rules, regulations and
policies.
Key Duties and Responsibilities:  
·       
Ensures implementation of operational strategies
·       
Provision of procurement support to East Africa
& Asia Portfolio Country Offices
·       
Ensures effective administrative and financial
control in the office.
·       
Provision of logistical support to East Africa
& Asia Portfolio Country Offices
·       
Ensures facilitation of knowledge building and
knowledge sharing
·       
Ensures implementation of operational
strategies, focusing on achievement of the following results:
·       
Full compliance of administrative activities
with UNDP/UNCDF rules, regulations, policies and strategies;
·       
Provision of inputs to the business processes
mapping and elaboration of internal Standard Operating Procedures (SOPs) in
Administration and Logistics in consultation with the direct supervisor and
office management
·       
Elaboration of proposals and implementation of
cost saving and reduction strategies in consultations with office management.
·       
Provision of procurement support to Country
Offices focuses on achievement of the following results:
·       
Full compliance of procurement activities with
UNDP/UNCDF rules, regulations, policies and strategies;
·       
Provision of inputs to preparation of
procurement plans for the office and inserting them in UNCDF Intranet;
·       
Procurement of travel services, workshop
arrangements, goods and services for Country Office;
·       
Issuing Purchase orders and communication with
vendors about the status of orders;
·       
Creation of vendors set-up and submit for approval
·       
Reply and manage day-to-day correspondences with
both internal UNCDF units and external partners especially vendors and clients;
·       
Implementation of the internal control system
which ensures that Purchase orders are duly prepared and dispatched. Timely corrective
actions on POs with budget check errors and other problems;
·       
Maintain contract management database for
monitoring the ongoing contracts;
·       
Maintain LTA management database to monitor
ceiling of LTAs;
·       
Ensures effective administrative and financial control
in the office, focusing on achievement of the following results:
·       
Implementation of the control mechanism for
administrative services,
·       
Maintenance of administrative control records
such as commitments and expenditures;
·       
Regularly update and maintain contracts database
and payment dashboard of commitments and expenditures such as consultant,
payment of goods and services.
·       
Proper control and of the supporting documents
for payments, ensuring the proper filing system in Country office Database and
electronic/hard copies;
·       
Maintenance of the internal expenditures control
system which ensures that vouchers processed are matched and completed,
transactions are correctly recorded and posted in Atlas; payrolls are duly
prepared; travel claims, POs and other entitlements are duly processed
·       
Prepare a request for payment for the programme
team, resources persons and participants
·       
Review, research, verification and
reconciliation of a variety of data and reports ensuring accuracy and
conformance with administrative rules and regulations;
·       
Provision of logistical support focusing on
achievement of the following results:
·       
Provides logistical support to organization of
conferences, workshops and retreats
·       
Arrange travel authorization, reservations
·       
Support with protocol matters, registration of
staff, coordination with local authority on space and other administrative
matters.
·       
Responsible for issue related to issuance of
visas, stay permit, issuance of UNLP, ground pass, Identification Card for
staffs
·       
Supports control of  Project Assets and inventory including keep
record and maintenance of Office Assets and supplies and participation in
periodic office physical inventory and asset verification exercises as needed
·       
Proper inventory control; supervision of proper
issuance of inventory items and supplies;
·       
Receipt of shipments, customs clearance
arrangements, preparation of documents for shipments (received/sent);
·       
Facilitation of logistical arrangement for
delivery and arrival of goods;
·       
Facilitation of VAT clearance process;
·       
Proper record and tracking of common services
expenditure
·       
Perform other work-related tasks assigned by the
supervisors
·       
Ensures facilitation of knowledge building and
knowledge sharing focusing on achievement of the following results:
·       
Development and maintenance of the project
filing system;
·       
Organization of trainings for the operations/
projects staff on programme.
·       
Synthesis of lessons learnt and best practices
in programme.
·       
Sound contributions to knowledge networks and
communities of practice.
Key Results:
·       
The key results have an impact on overall
Management Support Unit operational efficiency in programme support and success
in implementation of UNCDF operational and programme strategies. Accurate
analysis and presentation of information enhances MSU as a strong service
provider to its internal clients & UNCDF position as a strong development
partner. The information provided facilitates decision making of the MSU and
UNCDF management, contributing to the success of UNCDF overall drive the
implementation of the Sustainable Development Goals, with strong programme
delivery at the regional and country level in the East Africa & Asia
regions.



Qualifications, Skills and Experience:
·       
The applicant for the United Nations Capital
Development Fund (UNCDF) Regional Operations Associate job should have
completed secondary Education, preferably with specialized certification in
Accounting and Finance.
·       
First University Degree in Business or Public
Administration, Economics, Political or Social Sciences or related fields would
be highly desirable, but it is not a requirement.
·       
Experience:
·       
Minimum seven 7 years of progressively
responsible administrative or Operations experience is required at the national
or international level.
·       
Candidates having Bachelor’s degree or equivalent,
will require a minimum of four years of relevant work experience.
·       
Specialized training in office management and
administration is highly desirable.
·       
Experience with a UN organization/agency is
desirable.
·       
Experience with ERP system ATLAS and UNDP
Procurement Processes, Programme Operations Policies & Procedures etc is
highly desired, but not a requirement.
·       
Experience in the usage of computers and office
software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet
and database packages, experience in handling of web based management systems.
·       
Language Requirements: Professional
fluency in English required (both written and spoken)
Competencies
Core Competencies:
·       
Innovation: Ability to make new and useful ideas
work;
·       
Leadership: Ability to persuade others to
follow;
·       
People Management: Ability to improve
performance and satisfaction;
·       
Communication: Ability to listen, adapt,
persuade and transform;
·       
Delivery: Ability to get things done while
exercising good judgement.
Technical Competencies:
·       
Subject Matter Expertise: Possesses expert
knowledge of advanced concepts in to digital & financial inclusion, a broad
knowledge of related disciplines, as well as an in-depth knowledge of relevant
organizational policies and procedures.
·       
Knowledge Management: Ability to capture,
develop, share and effectively use information and knowledge.
·       
Project Management: Ability to plan, organize,
and control resources, procedures and protocols to achieve specific goals.
·       
Relationship Management:  Ability to engage and foster strategic
partnerships with other parties, Inter-Agency Coordination and forge productive
working relationships.
·       
Office Administration: Ability to manage
day-to-day office activities (including but not limited to travel management,
facilities and asset management, policy and procedures maintenance) to meet
operational needs.
·       
Results Based Programming:  Assesses project performance to identify
success factors and incorporates best practices into project work.
How to Apply:
All suitably qualified and interested candidates who so
desire to join the United Nations Capital Development Fund (UNCDF) in the
aforementioned capacity should endeavor to Apply Online by Clicking on the link
below. Please further review job requirements and if competent Click Apply Now.
Deadline: 15th January 2020
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