Operations Assistant (NPSA4)

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

As the knowledge frontier organization for sustainable development in the UN Development System, UNDP serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). Its work is carried out at the HQ, Regional and Country Office levels, forming a contiguous spectrum of local knowledge to cutting-edge global perspectives. In this context, UNDP invests in the Global Policy Network (GPN), which acts as its network of technical expertise on a wide range of knowledge domains.

Within the GPN, the Bureau for Policy and Programme Support (BPPS) develops the policy guidance needed to meet the targets of UNDP’s Strategic Plan and is responsible for providing technical advice to Country Offices, advocating for UNDP corporate messages, representing UNDP at multi-stakeholder fora, and engaging in UN inter-agency coordination in specific thematic areas. Moreover, it works closely with UNDP’s Crisis Bureau to support emergency and crisis response, ensuring that issues of risk are fully integrated into UNDP’s development programmes.

As one of the six Global Policy Centres managed by BPPS, and following an agreement between the Government of the Republic of Korea (ROK) and UNDP signed in Nov 2009, the Seoul Policy Center (USPC) was established in 2011 as the UNDP Seoul Policy Center for Global Development Partnerships. The Center’s functions and activities were set out to include: (1) Serving as the immediate interface with the Government on all aspects relating to the evolving ROK–UNDP partnership; (2) Serving as a knowledge center for comparative experiences and approaches of new development partners in reducing poverty and achieving sustainable human development; and (3) Facilitating and promoting learning, networking, policy dialogue and consultation among new development partners, while contributing to capacity development in developing countries.

USPC’s profile has continued to evolve since its inception and the current triennial work programme (2023-25) further augments the Centre’s role as the facilitator of global knowledge exchange and the country-level application of innovative and tested-and-proven development solutions for the achievement of the SDGs. This is achieved through the flagship programme known as the ‘SDG Partnerships,’ which it complements through programmatic, partnership, and policy activities in the following substantive areas: (i) Development Cooperation Approaches and Modalities; (ii) Governance and Gender (including a focus on Anti-corruption and SGBV); (iii) Green Recovery and Transition (including a focus on Sustainable Forestry); and (iv) Private Sector Engagement and Development.

Under the overall guidance and supervision of the Operations Associate, and in close collaboration with the Logistics and Protocol Assistant, the Operations Assistant will provide support to the overall administration and execution of varied and inter-related operational and logistical activities for the office, ensuring high quality and accuracy of work while promoting a client-, quality-, and results-oriented approach.

Scope of Work

• Provide support to implementation of operational strategies and activities.
• Provide support to ensure full compliance of all of the Centre’s administrative and operational activities with UN/UNDP rules, regulations, policies and strategies;
• Provide support to the Director’s activities including maintenance of the Director’s calendar, arrangement of appointments and meetings with visitors while maintaining protocol procedures, preparation of documents and other tasks as requested;
• Provide support to human resources management including recruitment of personnel and interns, and management of contracts including their amendment, extension and separation in close cooperation with programme staff, HQ and Bangkok Regional Hub (BRH);
• Provide support to financial management including preparation of budget for the annual workplan, periodic financial analysis and reconciliations, year-end financial review and reporting, and other tasks as requested;
• Provide support to travel management including preparation of itineraries, travel expenses, and reports to perform the necessary travel processes including Travel Authorization, Travel Request and Travel Claims;
• Provide support to project management including periodic workplan implementation and risk review, Results Framework management, management of internal digital tools, monitoring of financial delivery of SDG Partnership projects and other tasks as requested;
• Provide support to preparing the Centre’s corporate reporting and planning requirements including the Steering Committee, Integrated Work Plan (IWP), Results-Oriented Annual Reporting (ROAR);
• Support USPC’s hard copy and electronic filing system;
• Perform other administrative and operational tasks as requested.
• Provide support to implementation of the logistics and protocol activities.
• Provide support in organizing procurement processes including the preparation of Request for Quote (RFQ), Invitation to Bid (ITB), or Request for Proposal (RFP) documents as well as the receipt of quotations, bids, proposals, and other preliminary evaluation;
• Provide support in managing suppliers by collecting the necessary information to set up the supplier profiles in Quantum;
• Provide support in protocol activities, registration of staff, coordination with local authority on office space management and other administrative matters;
• Provide support to organization and management of events including booking of venues, transport, catering, and other technical services in compliance with UNDP’s Greening Guidelines;
• Perform screening of incoming calls and correspondence, and arranging telephone and video conferences;
• Perform other logistics and protocol tasks as requested;
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The incumbent will be working as a part of the Operations Team and directly under the supervision of the Centre’s Operations Associate.

Competencies

Core

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline .

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical competencies

Administration & Operations (Technical) – Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Administration & Operations (Technical) – Registry & correspondence management: Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives.

Administration & Operations (Technical) – Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Procurement (Technical) – Procurement management: The ability to acquire goods, services or works from an outside external source.

Business Management (Cross-functional) – Project Management: Ability to plan, organi]e, prioriti]e and control resources, procedures and protocols to achieve specific goals.

Business Management (Cross-functional) – Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience, and ability to manage communications internally and externally, through media, social media and other appropriate channels.

Business Management (Cross-functional) – Operations Management: Abilit to effectively plan, organize, and oversee the Organization’s business processes in order to convert into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.

Education

Required Skills and Experience

• Completion of secondary education is required;
• First-level university degree (Bachelor’s degree) in administration, business administration, public administration, social sciences, international development, international relations, accounting, finance, or other related subject will be given due consideration, but is not a requirement.

Experience

• Minimum 4 years (with Secondary Education) or 1 year (with Bachelor´s degree) of relevant experience in administration, operations or programme support service at the national or international level;
• Advanced proficiency in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc.) is required;
• Ability to multi-task and prioritize tasks, excellent communication and interpersonal skills, and good cultural and gender sensitivity are required;
• Demonstrated experience in project administration, operations support, financial management, or research is an advantage;
• Demonstrated understanding of the works of UN/UNDP and Sustainable Development Goals (SDGs) is an advantage;
• Proficiency in Power BI or other data visualization / analysis software and MS SharePoint and other document / data storage systems is an advantage;
• Demonstrated experience in handling of Enterprise Resource Planning (ERP) systems is an advantage;
• Work experience with UN agencies, international organizations, and development partners is an advantage.

Language Requirement

Fluency in English and Korean is required.

Disclaimer

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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