Job Post: OPERATIONS
ASSOCIATE
Location : Abuja, NIGERIA
Application
Deadline :09-Oct-12
Additional
Category: Management
Type of
Contract :Service Contract
Post Level :SB-3
Languages
Required : English
Duration of
Initial Contract :Initial period
of one year
Job Descriptions:
The Agriculture Transformation Agenda (ATA), unveiled by the Honourable
Minister for Agriculture presented opportunities for the provision of technical
assistance and other support to the Federal Ministry of Agriculture and Rural
Development (FMARD) for the scale up of positive inclusive markets experience
in Nigeria. The ATA is aimed at establishing a sustainable agriculture and
agribusiness in Nigeria to raise the income of rural farmers. UNDP through its
project, Facility for Inclusive Markets (FIM) has offered to support the
Government of Nigeria (GoN) in key demand areas that include developing and
implementing key value chains in agriculture and agro-industry and enhancing
inclusiveness. FIM will also work towards its goal of catalysing the scale up of
positive Inclusive Market experience in Nigeria and as a platform for capturing
knowledge in and out of Nigeria.
The Bill and Melinda Gates Foundation (BMGF) is providing, through UNDP, long
term technical assistance to the Agricultural Transformation Implementation
Group (ATIG) as the organ established by the FMARD to implement the
Agricultural Transformation Agenda. This support will compliment the UNDP-FIM
project and ensure the successful delivery of the goals of the ATA. This
project will provide critical technical expertise to strengthen the capacity of
the Ministry of Agriculture and Rural Development to successfully implement the
ATA. The UNDP-BMGF technical assistance to FMARD will support term technical
assistance for capacity development and the expansion of value chains in
agriculture and agro-industry, institutional policy support and direct
intervention to farmers and other small holder value chain actors that are
vital to ensuring inclusiveness and sustainable results in the creation of business
opportunities and jobs at the grassroots.
The success of the agricultural transformation agenda depends to some extent on
the ability of the FMARD to mobilize adequate resources to implement the
transformation plan. Complimentary technical and funding resources to execute
the transformation plan would need to be mobilized by forging strategic
partnership with donors, Foundations and major Development Banks and
institutions.
Under the overall guidance of the DCD Operations and direct supervision of the Operations Manager, the Operations Associate provides the overall administration and execution of varied and inter-related operational and logistical activities in the project ensuring high quality and accuracy of work. The Operations Associate promotes a client, quality and results-oriented approach.
The Operations Associate works in close collaboration with the Operations, Programme and project staff in the CO to exchange information and ensure consistent service delivery
Under the overall guidance of the DCD Operations and direct supervision of the Operations Manager, the Operations Associate provides the overall administration and execution of varied and inter-related operational and logistical activities in the project ensuring high quality and accuracy of work. The Operations Associate promotes a client, quality and results-oriented approach.
The Operations Associate works in close collaboration with the Operations, Programme and project staff in the CO to exchange information and ensure consistent service delivery
Duties and Responsibilities:
Summary of Key Functions :
Summary of Key Functions :
- Administration and Implementation of operational and HR strategies and policies
- Provision of effective and efficient administrative and HR support services
- Support to supply and assets management
- Effective administrative and financial control in the office
- Proper common services
- Support to knowledge building and knowledge sharing
- Assist in the coordination of UN-related surveys
Ensures
Administration and implementation of operational and HR strategies and
policies, focusing on achievement of the following results:
- Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
- Support to the CO administrative and HR business processes mapping and elaboration of the internal standard operating procedures (SOPs).
- Preparation of administrative team results-oriented workplans.
- Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.
- Full compliance of HR recording and reporting systems with UN rules and regulations, UNDP policies, procedures and strategies; effective implementation of the internal control framework, proper functioning of the HR management system.
- Provision of advice and information on corporate strategies, changes in rules and regulations, implementation of personnel rules, strategic use of contractual modalities, application of entitlements, change management processes.
Ensures
effective and efficient provision of administrative and HR support services,
focusing on achievement of the following results:
- Coordination and supervision of support staff in the project engaged in the fields of registry, general services, telephone operator/receptionist, etc.
- Coordination and supervision of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies.
- Presentation of thoroughly researched information for planning of financial resources for administrative services.
- Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
- Submission of information on administrative services provided for cost-recovery bills.
- Organization of recruitment processes including drafting job description, provision of input to job classification process, vacancy announcement, screening of candidates, participation in interview panels.
- Assists in the preparation of contracts (FTA, TA, PA, SSAs and SCs) and recurring vouchers in Atlas. Timely follow up with Finance staff on Global payroll issues.
- Administration of delegated International staff entitlements and position funding delegated to COs.
- Administration of the CO rosters including e-rosters.
Provides
support to proper supply and assets management, focusing on achievement of the
following result:
- Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
- Coordination of the provision of reliable and quality office supplies.
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.
- Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Atlas.
- Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
- Proper inventory control; supervision of proper issuance of inventory items and supplies.
- Review of travel authorizations, documentation, payments.
- Assistance in the preparation of budget, audit and other reports.
- Provision of researched information, reports for audit exercises.
Ensures
proper common services focusing on achievement of the following results
- Maintenance of common services to ensure integrated activities on common services and implementation of the UN reform.
- Proper planning and tracking of common services budget and of Agencies contributions to the common services account.
Support
knowledge building and knowledge sharing in the CO, focusing on achievement of
the following results:
- Organization of training for the operations/projects staff on administration.
- Briefing to staff members on general administrative matters; provision of advice and administrative support.
- Sound contributions to knowledge networks and communities of practice.
Assists
in the coordination of UN-related surveys focusing on achievement of the
following results:
- Collection of information and preparation of reports for local salary surveys, hardship and place-to-place surveys. Participation in the any other relevant survey.
Competencies:
Functional Competencies:
Building Strategic Partnerships: Maintaining information and databases
Functional Competencies:
Building Strategic Partnerships: Maintaining information and databases
- Analyzes general information and selects materials in support of partnership building initiatives
- Maintains databases of donor information
Promoting
Organizational Learning and Knowledge Sharing: Basic research and analysis
- Researches best practices and poses new, more effective ways of doing things
- Documents innovative strategies and new approaches
- Identifies and communicates opportunities to promote learning and knowledge sharing
Job
Knowledge/Technical Expertise: Fundamental knowledge of processes, methods and
procedures
- 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
- Identifies new and better approaches to work processes and incorporates same in own work
- 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
Promoting
Organizational Change and Development: Presentation of information on best
practices in organizational change
- Documents ‘best practices’ in organizational change and development within and outside the UN system
- Demonstrates ability to identify problems and proposes solutions
Design
and Implementation of Management Systems: Data gathering and implementation of
management systems
- Uses information/databases/other management systems
- Provides inputs to the development of simple system components
- Makes recommendations related to work procedures and implementation of management systems
Client
Orientation: Maintains effective client relationships
- 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: Gathering and disseminating
information
- Gathers and disseminates information on best practice in accountability and results-based management systems
- Prepares timely inputs to reports
- Maintains databases
Core
Competencies:
- Demonstrating/safeguarding ethics and integrity
- Demonstrate corporate knowledge and sound judgment
- Self-development, initiative-taking
- Acting as a team player and facilitating team work
- Facilitating and encouraging open communication in the team, communicating effectively
- Creating synergies through self-control
- Managing conflict
- Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
- Informed and transparent decision making
- UNDP Procurement Certification programme
Skills and Experience:
Education:
Education:
- Secondary education.
- Certification in Administration.
- University Degree in Business , Finance, Procurement or Public Administration is most desirable, but it is not a requirement.
Experience:
- 7 years of relevant experience in administration or programme support service.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
Language
Requirements:
- Fluency in English is essential. Fluency in one national language is desired.
UNDP is
committed to achieving workforce diversity in terms of gender, nationality and
culture. Individuals from minority groups, indigenous groups and persons with
disabilities are equally encouraged to apply. All applications will be treated
with the strictest confidence.
How to Apply:
Interested qualified applicants should visit the official job website below
Interested qualified applicants should visit the official job website below
