Operations and Administrative Associate

Duties And Responsibilities

• Perform the role of travel arranger/Processor in the region focusing on achievement of the following results:
• Organizing of travel for staff while ensuring proper adherence to the travel policy
• Support with travel processing/level one approval
• Ensure that TRs are closed in a timely manner
• Perform the Buyer function in the system by preforming the procurement function
• Conducts procurement processes with proper adherence to the procurement policy
• Supports with supplier registration and level one approvals
• Focal point for Uganda country office security
• Ensures that country office is up to speed on all security matters
• Supports new staff on all components of security and ensures that staff premises are inspected and cleared for occupation
• Represents UNCDF at security meetings
• A focal member of the country office security team by ensuring that staff are well informed on security matter, ensuring that new staff members fully comply with security protocols ensuring the office security is not compromised
• Perform the role of office administrator by ensuring that the Uganda country office is fully operational
• Responsible for office inventory and assets by ensuring that all property is safely kept and property records are maintained
• Ensures that office equipment is functional and maintains a regular servicing schedule
• Ensure that the Uganda country office is functional, security system works efficiently, utilities are monitored and paid on time. Performs the role of office manager by ensuring that the office is always ready for business
• Support HQ Finance, Procurement and HR Specialists as may be required
• Supports the HQ teams i.e finance with monitoring dashboards and ensuring that unprocessed items are followed up and cleared
• Supports the HQ HR team with staff onboarding and exits as well as implementation of the UNCDF gender annual work plan

Competencies

• Core
• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
• Cross-Functional & Technical competencies
• Thematic Area Competency level
• Job Knowledge – Knowledge of Procurement and the ability to apply them to strategic and/or practical situations Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
• Quality Assurance – Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
• Knowledge Management – Ability to efficiently handle and share information and knowledge Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
• Team Building – Ability to work effectively with diverse groups of professionals towards common goals Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
• Client Orientation – Ability to respond to client needs promptly Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Education

Required Skills and Experience

• Ugandan national with Secondary Education or a University Degree in Business or Public Administration or other related fields would be desirable

Experience

• Minimum 7 years (with secondary education), or 4 years (with Bachelor’s Degree) of progressively responsible procurement experience is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Advance knowledge of automated procurement systems.
• Experience in the area of Procurement with UN agencies would be desirable.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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