Under the overall guidance and direct supervision of the Operations Manager, the Liaison Operations Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work.

The Liaison Operations Assistant works in close collaboration with the Operations units and ensures the effective delivery of operations services to the RCO.

He/she analyzes and interprets the UNDP and RCO rules and regulations and provides support to complex issues related to Operations that may become apparent in UNDP’s business with the RCO. The Liaison Operations Assistant promotes a collaborative, client-focused, quality and results-oriented approach.

The incumbent is entrusted with the provision consistent service delivery to the RCO to assure quality of Operations services.Under the overall guidance and direct supervision of the Operations Manager, the Liaison Operations Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work.

The Liaison Operations Assistant works in close collaboration with the Operations units and ensures the effective delivery of operations services to the RCO.

He/she analyzes and interprets the UNDP and RCO rules and regulations and provides support to complex issues related to Operations that may become apparent in UNDP’s business with the RCO. The Liaison Operations Assistant promotes a collaborative, client-focused, quality and results-oriented approach.

The incumbent is entrusted with the provision consistent service delivery to the RCO to assure quality of Operations services.

Summary of key functions:

1.     Carry out daily activities for the RCO in liaison with Operations in UNDP focusing on achievement of the following results:

–            Follow up and monitoring of all operations process from UNDP with RCO to ensure effectiveness.

–            Propose solutions and strategies to solve problems.

–            Support the RCO within the negations with Partners.

–            Review the operations process prior to their submission to UNDP, if necessary.

–            Full compliance of operations activities with RCO/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, analysis of parameters in support of proper design and functioning of a client-oriented procurement management system.

–            Ensure the provision of operations policy advice to RCO

–            Ensures that all Operations services abide in full compliance with RCO/UNDP rules, regulations, policies and strategies; and that implementation of the effective internal control, analysis of parameters in support of proper design and functioning of a client-oriented procurement management system is in place for RCO requests.

–         Proposals of cost saving and reduction strategies in the RCO supported by Operations services.

Support on elaboration of contract strategy, sourcing strategy, quality management, supplier selection, improvement of ad-Hoc procurement processes in the RCO.

2.     Projects budget support and workplans and organizes an optimal cost-recovery system focusing on achievement of the following results:

–            Support the financial resources management through planning and controlling of the resources in accordance with UNDP rules and regulations;

–            Support the preparation and monitoring of budgets and workplans of management projects;

–            Support the establishment of the development projects’ budgets preparation/modification monitoring system, control of budgetary status versus authorized spending limits (ASL) and budgets delivery levels;

–            Sending project to KK upon authorization by the Senior Management (can be done only on the basis of signed prodocs and project budgets;

–            Elaboration of proper mechanisms to eliminate deficiencies in budget and follow up on timely recovery of payments;

–            Timely preparation of cost-recovery bills in Atlas for the services provided by UNDP to RCO, implementation of the income tracking system and follow up on cost recovery;

–            Support the maintenance of the internal expenditures control system which ensures that vouchers and cover pages processed are approved;

–           Timely projects open and close.

• Support compliance requirements of operational activities towards UNDP rules, regulations, policies and strategies;

• Ensure the implementation of the effective internal controls, proper design and functioning of a client-oriented operational management system;
• Provide inputs to improve the business process of CO by mapping and analyzing of internal Standard Operating Procedures (SOPs) of Operations and RCO in place with focus on project delivery and client needs;
• In coordination with the RCO team, support the routine implementation of assigned projects, support delivery of project inputs, and the participation of relevant stakeholders;

• Provide effective support to the implementation of the project;
• Provide active support to the preparation and update of the RCO annual plan and new high impact solutions;

4. Support the management of procurement and travel processes for RCO in liaison with Operations Units focusing on achievement of the following results:

• Requisition in liaison with JOF focal point of purchases for the RCO;
• Elaboration of proposals and implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement.

• Implementation of procurement services and elaboration of proposals/ analysis in accordance with UNDP rules, regulations, policies and strategies;

• Liaison and undertake travel process and activities in accordance with the UNDP and project’s needs.
• Full compliance of travel activities with harmonized and applicable UN rules, regulations, and policies.
• Submit and monitor travel processes with the JOF/Travel unit

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

• Participation in the training for the operations/RCO staff.
• Synthesis of lessons learned and best practices in operations arrangements with RCO.
• Contributions to knowledge networks and communities of practice in the larger UN operational system as well as in UNDP.

The key results have an impact on the daily basis CO efficiency and success in operational strategies and deliveries with RCO.  Accurate, thoroughly researched information, timely and appropriate delivery of services ensure client satisfaction and timely delivery of UNDP programmes and projects.

Functional Competencies:             

Building Strategic Partnerships

Level 1.1:  Maintaining a network of contacts

• Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

Level 1.1: 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
• 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

Level 1.1: Presentation of information on best practices in organizational change

• Demonstrates ability to identify problems and proposes solutions

Client Orientation

Level 1.1: 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

Promoting Accountability and Results-Based Management

Level 1.1: Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems

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
• 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

EDUCATION:

Graduation courses (Strictu Sensu) in Administration, Business, Finance, Economic or other related area.

Or additional 3 years of relevant experience beyond the requirement can be considered as equivalent to the Post Graduation requirement.

EXPERIENCE:

At least 6 years of experience with project implementation, administrative processes, redesign and solutions, financial and budget reporting procedures is required.

Experience analyzing administrative service needs to support in encompassing travel and supply purchases is required.

Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management and social knowledge management systems and networks.

Strong familiarity with ERP Systems.

LANGUAGE REQUIREMENTS

Fluency in Portuguese

Working knowledge in English.

Important applicant information

All posts in the SC categories are subject to local recruitment.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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Contract Duration: 12 months