Operations Assistant, Male, Maldives
Organization: UNDP - United Nations Development Programme
City: Malé, Maldives
Office: UNDP Maldives
Closing date: Tuesday, 16 February 2021
Job ID: 35121
Practice Area - Job Family: Management
Vacancy End Date: (Midnight New York, USA) 16/02/2021
Duty Station: Male, Maldives
Education & Work Experience: C-HS Graduate or Equivalent - 5 year(s) experience, G-Bachelor’s Level Degree - 2 year(s) experience
Languages: Dhivehi, English
Vacancy Type: FTA Local
Posting Type: External
Bureau: Asia & the Pacific
Contract Duration: 1 Year with possibility for extension
You are invited to join a team of dedicated development professionals whose primary role is to support the Maldives to achieve the 2030 Agenda. As part of the UNDP team your focus will be to work with multiple stakeholders to find the country specific solutions that lead to sustainable development and to ensure no one is left behind - and we reach those furthest behind first.
In each of its thematic areas of work, UNDP at the request of its national partners provides relevant policy advisory support, technical assistance, advocacy, and knowledge to help Maldives achieve its global commitment on Sustainable Development Goals (SDG). With Maldives’s transition to Middle Income Country Status, Official Development Assistance from traditional donor sources has been on the continuous decline. UNDP is therefore working with its national partners to identify and tap into alternative and innovative financing mechanisms for development. This process involves broadening outreach and forging wide-ranging partnerships with stakeholders - including other UN agencies, the government, the private sector, philanthropic Foundations, multi-lateral and bi-lateral donors and International Finance Institutions to advance the country’s development strategies and objectives.
Under the guidance and supervision of the Assistant Resident Representative- Operations, the Operations Assistant provides operational services ensuring high quality, accuracy and consistency of work. The Operations Assistant promotes a client-oriented approach consistent with UNDP rules and regulations and works in close collaboration with the operations, programme and projects‘ staff in the Country Office (CO) and with UNDP HQs staff to exchange information and ensure consistent service delivery.
UNDP is looking for individuals who have the analytical, planning and implementation capacities that can address links, choices and connections across many issues and sectors. We seek individuals who can apply global best practice to national contexts. We are looking for people who are enthusiastic, motivated and committed to making a positive contribution to Development in the Maldives
Duties and Responsibilities
Summary of Duties and Responsibilities
Ensures elaboration and implementation of operational strategies.
Provides efficient accounting and administrative support to the Operations unit.
Ensures effective support to the human resources processes.
Ensures effective and efficient functioning of the Resident Representative Office
Ensures facilitation of knowledge building and knowledge sharing in the Country Office.
Ensures elaboration and implementation of operational strategies, through.
Full compliance of operation activities with UN/UNDP rules, regulations, policies, and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented financial and human resources management system.
Support in monitoring and review of operational services to ensure timeliness of delivery and identify lessons learned for improved efficiency and effectiveness.
Provides efficient accounting and administrative support to the Operations unit focusing on achievement of the following results.
Submission of the supporting documents for payments and financial reports for NEX projects; preparation of all types of vouchers for projects and on-behalf of UNOPS and non-Atlas Agencies; PO vouchers; Pay Cycle and payment execution.
Provision of inputs for preparation of cost-recovery bills in Atlas for the services provided by UNDP, follow up on cost recovery.
Facilitating payment process by liaising with Clustering office in UNDP
Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, MPOs and other entitlements are duly processed.
Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
Create GLJE ensuring accuracy of information.
Maintenance of the Accounts Receivables for UNDP projects and recording of deposits in Atlas.
Assist and provide support to Operations Associate in the timely review of cash forecast and cash positions.
Primary contact with local bank management on routine operational matters.
Act as the Alternate to Operations Associate (travel) in supporting the travel process.
Preparation of monthly UN exchange rate report to Treasury.
Ensures effective support to the human resources processes.
Tags communities of practice development assistance development strategies financial management human resources human resources management international finance interpreter knowledge sharing payroll peoplesoft public administration results based management sustainable development sustainable development goals trainings
Support to the Implementation of recruitment processes including provision of input to job classification process, vacancy announcement, screening of candidates, participation in interview panels.
Preparation of submissions to the Compliance Review Panel and Compliance Review Board.
Provision of information on benefits/entitlements to the International Staff and Experts.
Maintenance of the rosters including e-rosters.
Validation of cost-recovery charges in Atlas for HR services provided by UNDP to other Agencies.
Ensures effective and efficient functioning of the Resident Representative Office focusing on achievement of the following results.
Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meeting and missions
Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when and/or taking minutes.
Carryout the functions of Executive Assistant to the RR when required.
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results.
Organization of trainings for the operations/ projects staff on Finance, Human Resources and Administration.
Synthesis of lessons learnt and best practices in Operational areas.
Sound contributions to knowledge networks and communities of practice.
In this section list all core competencies as well as the most relevant technical/functional competencies the role will require along with the appropriate level. A Detailed list of competencies can be accessed through the following link: https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx
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
Accounting - Knowledge of accounting concepts, principles, regulations, and policies and ability to apply to strategic and/or practical situations
Financial Management - Ability to create a process to achieve financial goals
Payroll - Knowledge of payroll processes and management and ability to apply to strategic and/or practical situations
Communication - Ability to effectively communicate intensions and requirements to internal and external stakeholders
Treasury Management - Ability to manage organization’s holdings with the ultimate goal of maximizing liquidity and mitigating risk
Team building - Ability to work effectively with diverse groups of professionals towards common goals
Results-based Management - Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results
Required Skills and Experience
Secondary Education with specialized certification in Management, Administration ,Accounting or Finance.
University/Bachelor Degree in Finance, Business or Public Administration would be desirable, but is not a requirement
5 years of relevant experience in finance, human resources, operations support and or administration at the national or international level is required with Secondary Education and/or 2 years of related experience with University / Bachelors Degree
Knowledge of spreadsheet and database packages is required
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems is required.
Experience with ERP financials, preferably PeopleSoft is an asset
Experience in working at the country level with a UN or International Organisation is an asset
Proficiency in English and Dhivehi
Excellent Communication Skills in Dhivehi and English
Important applicant information
All posts in the GS categories are subject to local recruitment.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
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Recruitment methodology : The Recruitment of this position will include a screening process (written test/technical test); followed by an interview. Details of the process and dates will be shared ONLY with shortlisted candidates.
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