Operations Support Associate - (NPSA-7)

Locations

Copenhagen, Denmark

2 Weeks

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.

We are a global team based in New York (USA), Copenhagen (Denmark) and in Cyberjaya (Malaysia), with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok).

The Operations team in Copenhagen plays a key role in supporting the Office of Procurement by providing Management support with the key functions of management of financial resources, cost-recovery, travel and human resources of the unit. The Operations team reports to the Director, Office of Procurement, HQ New York.

Duties and Responsibilities

Under the overall guidance and direct supervision of the Operations Associate (G7) in the Office of Procurement, the Operations Support Associate provides support to the Unit’s operations performing a variety of standard administrative, finance, procurement and HR-related tasks ensuring high quality and accuracy of work.

• Provide advice and share information on corporate strategies, changes in rules and regulations, and implementation of HR policies
• Manage Recruitment processes in coordination with Hiring Managers including:
• Drafting job descriptions, providing input to job classification process, drafting and posting vacancy announcing in the ERP system, screening candidates, participating in interview panels, and submission of compliance review cases.
• Prepare recruitment package for submission to global service team ensuring job descriptions, classification reports and recruitment strategies are in accordance with policy.
• Liaise with the Global Service team in all matters relating to vacancy announcements.
• Manage communication with candidates as it relates to the outcome of their applications
• Promote equity, transparency and consistency in the interpretation, determination, implementation and administration of HR recruitment policies, procedures and guidelines applicable to personnel.
• Maintenance and update of recruitment tracking systems in Smartsheet
• Contract management for GS Staff and non-staff categories
• Contract management for GS FTA & TA locally recruited staff from hire to separation in ERP system and maintenance of personnel records
• Submit requests and appropriate documentation to GSSC for Recruitment, Hiring and Separation of non-staff contracts
• Coordinate with local GP Administrator on HR actions for OP GS local staff
• Facilitate creation and update of positions data in ERP
• Share information with personnel on corporate learning and development initiatives, systems, and platforms.

• Contribute to the maintenance of control mechanism for thorough monitoring of unit Budgets,
• Preparation for modifications of budgets for OP in the ERP system
• Ensure labour schedules are up to date and properly posted in the ERP system and take timely corrective action as required.
• Review, research, extract, verify and reconcile a variety of data and reports from ERP ensuring accuracy and conformance to enable accurate cost-recovery by the team for procurement services
• Liaise closely with Finance colleagues on cost recovery information to enable accurate periodic reporting to OP Management on revenue and expenditure

• Work closely with the rest of the Operations Team
• Contribute to the development of administrative business processes mapping and elaboration of internal standard operating procedures (SOPs) to deliver optimal client service
• To provide logistics support to workshops and retreats, as needed.
• Provide support to the Procurement of goods and services, incl. raising e-requisitions, drafting Terms of Reference, conducting canvassing processes, obtaining vendor profiles, facilitating recruitment of consultants, and other related procurement tasks as required. This may in the near future include performing the role of Buyer for procurement of goods and services for the Unit.
• Collection of data for provision of information for audits.
• Actively liaise with direct supervisors, internal stakeholders and/or relevant UNDP entities to seek policy clarifications and/or identify solutions.
• Suggest ideas for streamlining of procedures to deliver optimal client service

• Actively pursue opportunities for Learning and self-development professionally and personally
• Contribute to the learning of others including to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Core Competencies

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

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

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

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

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

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-functional and Technical competencies

Working with Evidence and Data

Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

Communication

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. .Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Customer Satisfcation /Client Management

Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns

Knowledge of, ability to design and manage end to end recruitment processes

Assessment & Selection

Knowledge and ability to apply various candidate assessment and selection methodologies, tools and platforms; ability to effectively align them with specific recruitment needs

Required Skills and Experience

Education:

• Secondary education is required.
• University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement

Experience:

• Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant experience in Operations and/or General Administration is required
• Experience in human resources (specifically in Recruitment and Selection) within UN or other international organization is an advantage.
• Prior UN experience and familiarity with its policies and procedures, particularly in the applicable job areas, is an added advantage.
• Advanced knowledge and experience in the usage of ERPs and/or other web-based management systems is required. Experience with UNDP’s ERP system (Quantum) would be an asset.
• Experience in the usage of computers and office software packages (MS Word, Excel) is required.
• Working knowledge of another UN language would be an advantage

Disclaimer

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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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