Operations Associate Vacancy-Job Ref: BJHNUNDP/1201/202643

Operations Associate Vacancy-Job Ref: BJHNUNDP/1201/202643

Tegucigalpa (Honduras)

Job Description

Background

The UNDP Operations Unit, specifically the General Services area, requires the professional services of staff to join the operations team in order to contribute to the development of different processes of the various UNDP programs and projects.

UNDP in Honduras facilitates access to policy, finance, and program advice to create innovative and bold solutions that accelerate national efforts to address complex development challenges. It employs an integrated approach, actively engaging and forging partnerships with diverse actors in society committed to the Sustainable Development Goals and the well-being of the country. UNDP is present in some 170 countries and territories, offering a global perspective and local knowledge.

Through its programs, UNDP in Honduras works to promote citizen participation and the enjoyment of development rights by focusing on essential pillars for strengthening the rule of law. In this regard, its work in the area of ​​democratic governance centers on supporting reforms, mechanisms, and oversight bodies that promote representativeness and citizen participation. It promotes improvements in the exercise of human rights, with a focus on the right to development and the rights of women, indigenous peoples, and Afro-Hondurans, as well as strengthening transparency and efficiency in the provision of public services.

The UNDP’s role in the overall execution of projects is carried out through two main functions: (i) specialized support, supervision and quality control, which includes technical support activities for the planning, implementation, monitoring and evaluation of the project; and (ii) operational technical support, at the request of the Government and/or partners, such as procurement of goods and services, ticketing, daily rates, payments, event organization, human resource management, among others.

The Operations Associate maintains a direct functional interaction with the Operations Management and establishes operational coordination mechanisms with the teams of the operations unit, in order to guarantee the efficient provision, in accordance with institutional standards, of the services required by programs, projects, units and other AFPs of the UN system.

Duties and Responsibilities

Functions:

Support in the management and operation of the properties under UNDP administration.
Assist in the proper operation of office spaces, parking lots, warehouses and other properties under UNDP lease agreements.
Ensure the periodic preventive maintenance of the premises, as well as attend to repairs for malfunctions that may arise.

Accompany the general services team of the office spaces in providing support services such as reception, cleaning and maintenance.
Implement controls for the proper use and operation of rooms according to reservations made by the different units.
Support in setting up office events such as representation meetings, staff meetings, retreats, training sessions, among others.
Support asset management.

Assist in establishing asset management procedures at the CO; prepare, certify, and submit inventory reports in a timely manner.
Receive, inspect, and verify all incoming equipment, furniture, and supplies; label all furniture/equipment upon receipt from the supplier.
Provide support in the management of assets under the Country Office’s registration, including inventories, physical verifications, equipment disposal, among others. Advise and assist in the process of building the terms of reference and technical specifications when required.

Provide support for effective administrative and financial control in the country office.
Provide support with estimating the operating costs of office spaces.
Manage the timely recovery of service costs through billing corresponding to projects and agencies.
Support in the administration of own funds (DPC and TRAC).

Lead the process of minor acquisitions required for the operation of the country office
Support the creation and exchange of knowledge in the Country Office.
Train the staff who perform the physical inventory.
To make solid contributions to knowledge networks and communities of practice.
The person holding the position performs other functions within their functional profile as deemed necessary for the efficient operation of the Office and the Organization.

Competencies
Essentials
Achieving Results:LEVEL: Level 1: Plans and monitors own work, pays attention to detail, delivers quality work within set limits.
Think Innovatively:LEVEL: Level 1: Is open to creative ideas/known risks, solves problems pragmatically, makes improvements.
Continuous Learning:LEVEL: Level 1: Has an open mind and curiosity, shares knowledge, learns from mistakes, asks for feedback.
Adapt with Agility:LEVEL: Level 1: Adapts to change, handles ambiguity/uncertainty constructively, is flexible.
Act with Determination: LEVEL: Level 1: Shows determination and commitment, able to respond calmly to adversity, confident.
Participate and Associate:LEVEL: Level 1: Demonstrates compassion/understanding towards others, forms positive relationships.
Facilitating Diversity and Inclusion:LEVEL: Level 1: Appreciates/respects differences, recognizes unconscious biases, confronts discrimination
Cross-cutting and Technical Skills

Thematic Area Name Definition
Institutional Development Knowledge generation
Ability to research information and transform it into useful knowledge, relevant to the context or addressing a specific need. Ability to apply existing concepts to new situations and develop new concepts to generate viable solutions and novel approaches. Knowledge of relevant concepts, conceptual models, and theories that may be useful for addressing new situations.

Institutional Management Communication
Communicate clearly, concisely, and without ambiguity, both verbally and in writing; adapt messages and choose communication methods according to the audience.

Ability to manage internal and external communications, through media, social networks and other appropriate channels.

Administration and Operations Document and record management
General document management (whether physical or electronic); registration and retention policy, including storage and archiving.

Administration and Operations Inventory management
Each office must guarantee the availability of a

Sufficient inventory for use, as well as notification of items whose value exceeds the corporate threshold of $5,000 or more.

Data Data analysis Ability to extract, analyze, and visualize procurement data to generate meaningful insights and help make effective business decisions.
Finance Budget Management Ability to handle the budgetary aspects of the work planning process, the preparation and management of team budgets.

Required Skills and Experience

Minimum Academic Requirements
Secondary education is a requirement;
University studies (at the bachelor’s level) in Economic Sciences, Finance, Administration and/or Social Sciences and related fields will be given due consideration, but are not a requirement.

Certifications in Administration and Procurement are considered desirable.
Minimum Years of Relevant Experience
Minimum 6 years (with Secondary Education) or 3 years (with University Degree) of relevant experience in administrative or program support services.

Required Skills
Experiences with database packages and web-based management systems such as ERP.
Advanced knowledge of Microsoft Office and corporate information management systems.
Desired skills in addition to the competencies mentioned in the Competencies section
Be a partially qualified accountant from an internationally recognized accounting institute.
Experience working with international development organizations.
Work experience in United Nations System agencies.

Required Language(s)
Fluency in Spanish is a requirement.

Intermediate level knowledge of English is required.

Equal opportunity

As an equal opportunity employer, UNDP values ​​diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

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