[ENG] VACANCY ANNOUNCEMENT - Operations Associate, UNDP

Agency:
United Nations Development Programme (UNDP)
Duty Station:
Moscow, Russian Federation
Type:
Service Contract (SC), 1 year with a possibility of extention

 

DEADLINE: 14 January 2018 

 

The Operations Associate (OA) works in the Russian Federation under the guidance of the RF-UNDP Trust Fund Manager and IRH Operations Advisor. The FOA works in close collaboration with IRH operations team, respective project staff, and external clients (governments, donors, consultants, etc) as required for resolving administrative, financial and operational issues and exchange of information.

The FOA ensures effective financial management and reporting of Russia-UNDP Trust Fund for Development (TFD), including its operational budget,  and financial monitoring and reporting on implementation of TFD-funded projects.

UNDP is providing agency services to several UN agencies and programmes such as OHCHR, UNDSS, UNEP, UN-Habitat, FAO, etc. based on the UPL. Under matrixed supervision by Istanbul Regional Hub Operations Advisor the POA also ensures effective execution of financial, HR and administrative services to UN Agencies in the Russian Federation and transparent utilization of financial resources (and limited HR support) within the context of remote service delivery model.

The OA promotes a client-oriented approach consistent with UNDP rules and regulations.

 

Duties and Responsibilities 

  • Support to operations of the TFD and financial monitoring and reporting of TFD - funded projects;
  • Implementation of UNDP and TFD operational and financial management strategies;
  • Remote services delivery model and financial services to UN Agencies: ensures quality and timely operational support and functioning of the optimal cost-recovery system;
  • Facilitation of knowledge building and knowledge sharing on financial and operational issues;
  • Administration and implementation of HR services, strategies and policies in the services provided for UN Agencies

1. Support to operations of the TFD and financial monitoring and reporting of TFD - funded projects:

  • Preparation of draft financial reports on TFD ensuring its full compliance with UN/UNDP rules, regulations and policies, monitoring of progress and review of financial reports of the TFD-funded projects, including in Atlas project management module;
  • Collection and keeping documents related to TFD tranches allocations to TFD-funded projects, regular monitoring in Atlas of delivery rates TFD – funded projects;
  • Prepare documents for Contracts, Assets and Procurement Panel (CAP) meetings;
  • Facilitates project assets, inventories and inventory records keeping;
  • Supports/facilitates ad-hoc HR, including consultants and companies contracting;
  • Supports/facilitates administrative and operational issues of the UNDP projects as requested;
  • Supports timely projects’ closure as per the SOPs;
  • Ensure the effective and efficient support to implementation of UNDP projects activities focusing on achievement of the project results:
  • Supports/facilitates the preparation of TFD field missions, travel arrangements and RBEC management visits to the Russian Federation for participation in the TFD Steering Committee meetings. 

2. Implementation of UNDP and TFD operational and financial management strategies

  • Ensure full compliance of TFD operational budget execution with UNDP rules and regulations of financial processes and with TFD Rules of Operation, implementation of the effective internal control framework
  • Implementation of finance business processes and internal Standard Operating Procedures in Finance and HR in consultation with the direct supervisor

3. Remote services delivery model and services to UN Agencies: ensures quality and timely operational support and functioning of the optimal cost-recovery system focusing on achievement of the following:

  • Uploading all necessary documents, cleaning of accounts, making sure liabilities and assets are clean and there are no outstanding balances
  • Presentation of researched information for planning and status of financial resources;
  • Prepare budgets for sending to KK by authorized staff;
  • Timely preparation of cost-recovery in Atlas for the services provided by UNDP, implementation of the income tracking system and follow up on cost recovery
  • Use of service tracker and other software packages as relevant to deliver remote services.
  • Keep track of transactions done. This information will feed into feasibility analysis of existing arrangements;
  • Proper control of the supporting documents for payments
  • Proper establishment of accruals.
  • Timely preparations of account certificates and uploading them to Sharepoint
  • Preparation of all types of vouchers in Atlas;
  • Running of pay cycle, checking supporting documents, processing of payments via Atlas / bank online system interface, follow up on payments with the UNDP banks and if needed with UNDP projects and UN agencies, solving returned payments with local bank authorities and vendors, correcting data in Atlas
  • 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 accounts closure in line with UNDP requirements;
  • Dashboard regular check
  • Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues.
  • Timely corrective actions on erroneous data in Atlas. Preparation of financial reports as required.
  • If necessary maintenance of the Accounts Receivables for UNDP projects and follow-up with partners on contributions, deposits creation in Atlas and their application to AR Item IDs, uploading agreements/deposit information to DMS and follow up with GSSC.
  • Timely VAT reimbursements and regular maintenance of VAT account
  • Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.
  • Timely preparation of monthly cashflow forecast. Liaising with UN Agencies to obtain estimate of their cash requirement.
  • Timely submission of documents for bank reconciliation process;
  • Initiation of bank transfers and deals in Atlas.

4. Facilitation of knowledge building and knowledge sharing

  • Advises on operational business processes;
  • Contribute to knowledge networks and communities of practice.

5.  Administration and implementation of HR services, strategies and policies in the projects and for UN Agencies

  • Full compliance of records and reports with UN rules, regulations, UNDP policies, procedures and strategies; effective implementation of the internal control framework.
  • Compiling supporting documents on HR services (and ICs) requested by UN Agencies working in the Russian Federation, including requests related to positions, recruitment, benefits, earning/deductions, retroactivities, recoveries, adjustments and separations, and transmitting them to IRH for further action.
  • Administrative and logistical support on HR matters in close cooperation with IRH HR team.

 

Competencies 

Core 

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

Technical/Functional

Promoting Organizational Learning and Knowledge Sharing

  • Researches best practices and poses new, more effective ways of doing things
  • Documents innovative strategies and new approaches

Development and Operational Effectiveness

  • Ability to perform a variety of specialized tasks related to Results Management, including support to design, planning andimplementation of projects, managing data, reporting;
  • Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems;
  • Experience with ERP systems;

Job Knowledge/Technical Expertise

  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments

Client Orientation

  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
  • Responds to client needs promptly

Promoting Accountability and Results-Based Management

  • Gathers and disseminates information on best practice in accountability and results-based management systems
  • Prepares timely inputs to reports
  • Maintains databases

 

Requires Skills and Experience

Education:

  • Secondary Education with preferably specialized certification in Administration and/or Accounting and Finance.

OR

  • University Degree in Business Administration, Economics, or any relevant area 

Experience:

  • 7 years of progressively responsible administrative/finance or project implementation support experience with Secondary education or 4 years of progressively responsible administrative/finance or project implementation support experience with Bachelor's degree, is required.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems (i.e. ERP, Atlas)

Language Requirements:

  • Fluency in English and Russian is required.

 

Important applicant information

All posts in the SC 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.

 

FULL INFORMATION CAN BE FOUND HERE 

 

To APPLY, you need to be REGISTERED on the UNDP portal, log into your profile and click the APPLY NOW button on the vacancy page.