UNCDF Regional Operations Associate Jobs in Uganda

UNCDF Regional Operations Associate Jobs in Uganda


Position Context

  • UNCDF Management Support Unit (MSU) is based in UNCDF Headquarters, New York along with out-posted staff across regional offices and multiple country locations

    Duties and Responsibilities

    Summary of Key Functions

  • 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.

    The detailed roles and responsibilities are outlined below:

  • 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.

    Impact of 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.

    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.

    Required Skills and Experience

    Education

  • 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)

    How to Apply

  • For more information and job application details, see; UNCDF Regional Operations Associate Jobs in Uganda


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