Operations Assistant, Multiple positions

The TBLDC is a UN entity in charge of promoting science, technology and innovation in the 47 LDCs. The Headquarters of the Technology Bank is  located in Gebze, Turkey.

Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties which are performed according to organizational needs and structure:

Provide overall administrative assistance to the TBLDC; assist with the preparation of office workplans, reports as well as personnel and financial management activities; assist in organizing meetings/workshops and coordinating travel arrangements; assist with the day-to-day office administration and procedures, including drafting routine correspondence.

Under the guidance and direct supervision of the Portfolio Manager or Senior Portfolio Associate; the Operations Assistant provides a range of administrative and financial services to portfolio and client managers. The incumbent may take routine decisions on administrative actions based on established authority and guidelines. The Operations Assistant works in close collaboration with the Programme, Project and Operations staff in UN Technology Bank  and with UNOPS New York  staff to exchange information and ensure consistent service delivery.

Summary of Key Functions:

• Administrative and financial support
• Implementation of operational strategies and procedures
• Knowledge building and knowledge sharing

• Update and maintenance of Proposal information according to established procedures
• Assistance in the administration and monitoring of all budgetary, financial, procurement and routine administration aspects of service delivery;
• Creation and update of Award information, including established project information and associated contracts and activity definitions and according to established procedures
• Drafting of project communications, documentation, reports and contracts, checking documents for accuracy and compliance with UNOPS format and style.
• Processing of Purchase Orders (POs); performance of reconciliation activities on purchase orders such as close and cancel POs.  Inquiries on PO details and activities.  Generation of PO reports for expedition, status and details information
• Entry of receipt information such as distributions, rejects, and cancellation; inspection of receipts according to inspection instructions; creation of receipts of invoice payments
• Preparation of authorizations for service activities for approval of the Supervisor.
• Strong functionality in various ATLAS modules (creation of requisitions and purchase Orders, input of vendor details, tracking of payments, preparation of travel requests,  input of budgets and revisions)
• Maintenance of accurate records (hardcopy and online) of all operational and financial transactions for easy reference and retrieval; efficient  document management including file closures, archiving and monitoring due dates for project progress status reports and submission by UNOPS of substantive and financial/budget utilization reports to clients.
• Processing of travel and expenses according to established procedures and practice
• Monitoring of expenditures. Verification for accuracy of expenditure requests (CPs, invoices, F10s) and availability of funds, completeness of documentation submitted. Punctual information to supervisor of budget status and monitoring of accuracy of data in the oneUNOPS dashboard. Requests for action processed; active follow-up to completion.
• Processing of requisitions, including adding or modifying requisition header, lines, schedule and distribution information; inquiries on requisitions details and activities; reconciliation activities on requisitions such as approve or cancel
• Review of consultant, staff and consulting firm’s TOR to ascertain conformity with work-plans; initiation of recruitment on receipt of client/supervisor clearance.
• Establishment of a contract-tracking plan to review sub-contractor invoices and supporting documentation and ensure that services provided and claims are in conformity with the terms of the contract.
• Administrative arrangements (e.g. logistics) for conferences, fellowships and study tours.
• Briefing materials prepared, as required for mission travel and/or discussion on project activities and status.
• Commitment Control, including review of budget journal to confirm if funds are available; review of budget activities in One UNOPS; running of budget reports in OneUNOPS; review of budget status and transaction details, budget check exceptions
• Creation, import, review, correction and processing of journal entries in General Ledger.  Review and running of inquiries on journal, ledgers, or accounting entries
• Continuous interaction with colleagues, clients and partners to exchange information on administrative issues and seek co-operation. Resolution of routine administrative and process problems, referring complex issues to supervisor with recommendations for course of action.
• Creation of contract extensions through RPA for International programme staff;  creation of RPAs for  Fixed Term Staff Member to HR; creation of RPAs and relevant recruiting documents in OneUNOPS; posting of Vacancy Announcement; creation of long list of candidates; participation in Interview Process
• Backstopping role during the absence of PMO or PM Associate, under the overall supervision of the manager.

• Full compliance of operations with UNOPS rules, regulations, policies and strategies.
• Inputs to the content of internal Standard Operating Procedures (SOPs) in operations, in consultation with the direct supervisor and office management.

3. Ensures knowledge building and knowledge sharing, focusing on achievement of the following results:

• Input and update of accurate data and information to facilitate monitoring and evaluation of project activities, and to institutionalize and disseminate knowledge.
• Use of technology and electronic systems and tools to initiate work, share information with colleagues and clients.
• Provide hands on training to new recruits in HQ and at the Country Levels

Education:

Secondary education is required. A bachelor's Degree will be accepted. Additional training in administrative and business practices an asset.

Experience:

5 years experience as an operations assistant or similar function in an international organization.
Experience in the recruitment of consultants, international and national project staff, budget management and tenders for services and works is an asset,

A thorough knowledge of UNOPS policies and procedures, especially with regard to procurement of personnel, goods and services desirable. 

Good computer skills, including MS Office 2003 and/or newer versions.
Working knowledge of ERP  systems - able to enter project proposals, budgets, budget revisions, requisitions and purchase orders, vendor data, travel requests

Language Requirements:

Contract type:  Local ICA

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Sustainable Development Cluster (SDC)

Based in New York, the Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations.

The SDC’s services include grants management, development and special initiatives support, and technology support to the UN and UN agencies.

The SDC is part of the New York Service Cluster that supports the United Nations Secretariat, as well as a broadening community of other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.