Latest Vacancies at the United Nations Development Programme (UNDP)

Job ID: 38605
Practice Area - Job Family: Management - Operations    
Grade: G4
Vacancy Type: FTA Local
Posting Type: Common System
Contract Duration: 1 Year with possibility for extension

Background

• Under the guidance of the Operations Manager and direct supervision of the Procurement Analyst, the Operations clerk provides support to office operations performing a variety of standard administrative processes and asset management ensuring high quality and accuracy of work. The Operations clerk promotes a client, quality and results-oriented approach.
• The Operations clerk works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities
Implementation of operational strategies:

• Support to effective and efficient functioning of the unit (
• Support to administrative and support operational services
• Support to office maintenance and assets management
• Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to preparation of administrative team results-oriented workplans.

Supports the assets management focusing on achievement of the following results:

• Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users.
• Tagging all furniture/equipment upon receipt from the supplier.  Update of non-expendable property inventory record and track movement of furniture piece.
• Entry in ATLAS of all the requisite asset management information
• “Capitalization” of appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant BSB “CAP” and “NONCAP” profiles.
• Utilization of the ATLAS Asset Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” item, in accordance with UNDP’s policies and procedures to comply with IPSAS.
• Support to the management on physical assets disposal.   Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals.  
• Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property.  
• Preparation of inventory reports as required
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Maintenance of records on assets management, preparation of reports.
• Maintenance of files and records relevant to office maintenance.
• Provision of support to maintenance of common premises and common services

Ensures effective administrative and logistical support, focusing on achievement of the following results:

• Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
• Arrangements of travel and hotel reservations, preparation of travel authorizations,
• Administrative support to conferences, workshops, retreats.
• Support time to time the arrangement of vehicle transportation, regular vehicle maintenance and insurance.
• Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
• Maintenance of the filing system ensuring safekeeping of confidential materials.

Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Training of staff engaged in the conduct of physical inventory.
• Briefing of staff members on issues relating to area of work
• Sound contributions to knowledge networks and communities of practice.

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration.
• Sound contributions to knowledge networks and communities of practice.

Impact of Results

• The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country.

Competencies
Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:
Knowledge Management and Learning:

• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness:

• Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
• Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
• Ability to perform work of confidential nature and handle a large volume of work
• Good knowledge of administrative rules and regulations
• Strong IT skills, knowledge of Atlas
• Ability to provide input to business processes re-engineering, implementation of new systems

Leadership and Self-Management:

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure

Required Skills and Experience
Education:

• Secondary education.
• Certification in administration and asset management  is desirable.

Experience:

• 4 years of relevant experience in administration and asset management, inventory.
• 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 language.

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Job ID: 38446
Location: Abuja, Nigeria
Practice Area - Job Family: Management - Transportation
Grade: G3
Vacancy Type: FTA Local
Posting Type: Common System
Contract Duration: 1 Year with possibility for extension    

Background

• Under the guidance and supervision of the Logistics Associate, the Driver will provide reliable and safe driving services ensuring to UNDP RR and other high-ranking UN Officials and visitors ensuring highest standards of discretion and integrity, high sense of responsibility, excellent knowledge of protocol and security issues.
• The Driver will demonstrate a client-oriented approach, courtesy, tact and the ability to work with people of different national and cultural backgrounds.
• Upon request for the supervisor, the driver can also be required to provide driving services to the Operations and Programme staff in the CO., consultants and experts and UN staff on mission.

Duties and Responsibilities

• Provision of reliable and secure driving services
• Proper use of vehicle
• Day-to-day maintenance of the assigned vehicle
• Availability of documents/ supplies
• Ensures provision of reliable and safe driving services by a) driving office vehicles for the transport of UNDP RR, other high-ranking officials, visitors and other authorized personnel and delivery and collection of mail, documents and other  items and b) meeting official personnel and visitors at the airport, visa and customs formalities arrangement when required.
• Ensures cost-savings through proper use of vehicle through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports.
• Ensures proper day-to-day maintenance of the assigned vehicle through timely minor repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car washing, etc.
• Ensures availability of all the required documents/supplies including vehicle insurance, vehicle logs, office directory, and map of the city/country, first aid kit, and necessary spare parts.
• Ensures that all immediate actions required by rules and regulations are taken in case of involvement in accidents.

Impact of Results

• The key results have an impact on the accurate, safe and timely execution of the CO services.

Competencies    
Functional Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Knowledge of UNDP administrative policies and procedures.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors;
• Sense of initiative and good judgment.
• Ability to work in a team environment to achieve common goals

Corporate Competencies:
Operational Effectiveness:

• Ability to perform a variety of repetitive and routine tasks and duties
• Ability to review data, identify and adjust discrepancies
• Ability to handle a large volume of work possibly under time constraints
• Good knowledge of administrative rules and regulations
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
• Ability to organize and complete multiple tasks by establishing priorities
• Demonstrates excellent knowledge of driving rules and regulations and skills in minor vehicle repair (for Drivers)
• Demonstrates excellent knowledge of protocol (for Drivers)
• Demonstrates excellent knowledge of security issues (for Drivers)

Managing Data:

• Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
• Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
• Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
• Interprets data, draws conclusions and/or identifies patterns which support the work of others

Managing Documents, Correspondence And Reports:

• Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
• Ability to produce accurate and well documented records conforming to the required standard

Planning, Organizing And Multi-Tasking:

• Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
• Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs
• Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.

Required Skills and Experience
Education:

• Secondary Education. Valid Driver’s license.  

Experience:

• 3 years’ work experience as a driver; safe driving record;
• Knowledge of driving rules and regulations.
• Skills in minor vehicle repair.

Language Requirements:

• Fluency in English, knowledge of Local language of the duty station.