Operations Associate

Location :Occupied Palestinian territory (Jerusalem)
Application Deadline :    15 November 2011
Additional Category   
Type of Contract :SC
Post Level :LICA3
Languages Required :Arabic, English
Starting Date : (date when the selected candidate is expected to start)    1 December 2011
Duration of Initial Contract :6 Months with possibility of extension
   
 

Background
The UN Women (UNW), grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Placing women’s rights at the center of all its efforts, the UN Women will lead and coordinate United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.
UN Women plays an innovative and catalytic role in the occupied Palestinian territory (oPt) since its inception in 1997. UN Women oPt focuses its activities on one overarching goal, namely to support the implementation at the national level of existing international commitments to advance gender equality in line with the national priorities. In support of this goal, and thoroughly taking into consideration the specificities of the oPt context, UN Women concentrates its efforts and interventions toward the realisation of following strategic goals: Engendering governance, peace and security; Supporting women's economic security and rights; and Promoting women’s rights and protection against violence.

Under the overall guidance of the oPt Head of Office and the direct supervision of the Programme Management Analyst, the Operations Associate will assist in the overall management of various administrative services, administers and executes all administrative processes and transactions related to procurement of goods and services, assets management, human resources, and logistics, 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 Operations, Programme and projects teams in oPt, with UN Women, Arab State Regional Office and HQ teams to implement project activities and resolve bottlenecks, complex operational issues and information delivery, and with other UN agencies staff in oPt to exchange information and ensure consistent service delivery.

Duties and Responsibilities
The Operations associate will undertake the following tasks and responsibilities:
 
-Implementation of an effective internal control system for management of e-procurement activities.
-Execution of all procurement and operational activities in full compliance with UN Women rules, regulations, policies and strategies.
-Support to preparation of annual workplan for the operation’s team and ensuring timely results.
-Provision of inputs to administrative business processes mapping and formulation of internal standard operating procedures (SOPs).
-Elaboration and implementation of cost-saving measures in consultation with office management.
-Support to formulation and implementation of a strategic procurement plan for oPt office, and assist in ensuring timely implementation of annual procurement plan. 
-Coordination and facilitation of the provision of reliable and quality procurement and contracting activities, and close oversight of all procurement transactions
-Provision of quality control for LAMRC submissions, and facilitation of LAMRC reviews in capacity as Secretary of Local Assets Management and Review Committee (LAMRC).
-Maintenance of candidate/consultant rosters, including e-rosters
-Performing a Buyer role in Atlas, creation of vendor set-up information in Atlas, preparation of POs for travel and procurement activities.
-Provision of guidance and regular training on procurement, Assets Management and Atlas procurement module functionalities and reporting to all Buyers office.
-Coordination with Finance team to ensure timely processing of payments to vendors and timely closure of POs at year-end.
-Coordination with local authorities on protocol and other related matters.
-Implementation of control mechanism and maintenance of control records for all operational services in oPt
-Establish and maintain proper filing systems (hard copy and electronic)
-Liaise with UNDP/PAPP and UN Women ASRO offices on administrative and operational matters as required;
-Maintenance of administrative control records such as commitments and expenditures.
-Inventory control of all oPt’s assets, coordination of physical verification of inventory items, and. timely preparation and submission of periodic inventory reports.
-upervision and provision of guidance to the administrative clerk.
-Coordination of transportation services, supervision of drivers, regular vehicle maintenance and insurance.
-Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
-Coordination and supervision of  travel, events management, administrative surveys, transportation services and insurance, and space management,
-Coordination of the recruitment process including provision of input to job classification process, follow up on availability of funds, vacancy announcement, screening of candidates, participation in interview panels.
-Monitor the implementation of the learning plan
-Performing other duties as assigned

Competencies
Corporate Competencies:
-Demonstrates commitment to UN Women 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

-Sound knowledge of procurement rules and procedures and asset management.
-Ability to perform a wide range of varied, inter-related administrative services
-Sound knowledge of financial rules and administrative policies and procedures
-Strong IT skills knowledge of ERP/Atlas
-Ability to interpret and analyze data and resolve operational problems
-Ability to work with minimum supervision, and to plan and organize work
-Ability to supervise and train support staff
-Ability to provide inputs to business process re-engineering and development and implementation of new systems

Leadership and Self-Management

-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 with specialized training in Procurement and/or  Administration.  University Degree in Business or Public Administration management, economics or related fields desirable.

Experience:
-Minimum of 6 years of relevant experience in procurement and asset management, administration, or programme support services.
-Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
-Experience in handling of web-based management systems or ERP highly desirable.
-Procurement certification programme (desirable)
-Atlas Procurement Module(desirable)

Language Requirements:
Fluency (both oral and written) in English and Arabic essential. Knowledge in Hebrew is considered an asset.

Submission of application:
Interested candidates must submit application, including complete and up to date P11 and CV, as per deadline indicated to [email protected] (ONLY completed P11 forms will be considered) and NOT later than the 8th of November 2011).
The post title should be placed in the email subject.

UN Women will only be able to respond to those applications in which there is further interest.