Operations Associate (NPSA7) Vacancy-Job Ref: ACPHUNDP/0628/2022114

Operations Associate (NPSA7) Vacancy-Job Ref: ACPHUNDP/0628/2022114

Manila (Philippines)

JOB DESCRIPTION
Background

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.

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.

Waste, including marine litter, is one of the most pressing issues in the Philippines and a significant contributor to greenhouse gas emissions There is recognition that this complex challenge requires a systemic approach and a shift to a circular economic model.
The project aims to support the Nationally Determined Contribution by enabling and accelerating the country’s transition to a circular economy, with demonstration in key cities. By doing so, it will help the country achieve economic, social and environmental goals, while also grasping the potential for substantial and accelerated reductions in GHG emissions across all sectors, while also supporting recovery from the pandemic.

This will be delivered through three main outputs, in alignment with UNDP’s Climate Promise:

Data-driven and gender responsive analytical systems and policies developed to support the transition to a circular economy in support of NDC.
Portfolio of solutions to promote gender responsive circular economy models in 4 cities implemented
Partnerships established and knowledge and lessons shared at local, national and regional level
Under the overall guidance and supervision of the Project Manager, the and Operations Associate will be responsible for ensuring the overall direction of project operations is in compliance with UNDP rules and regulations, ensure effective project budgeting and financial controls, and ensuring the provision of effective procurement and logistical support to project implementation. The Operations Associate will work closely with all project personnel and the UNDP Country Office teams to ensure relevant requirements are fulfilled in a timely manner with the required quality, following standards in line with UNDP guidelines and procedures.

Duties and Responsibilities

The Operations Associate shall be directly supervised by the Project Manager, working closely with the Climate Action Programme and Operations Teams, and in coordination with the Impact Advisory Team and the Philippine Accelerator Lab.
Ensure implementation of operational strategies focusing on the achievement of results

Ensure full compliance with UNDP rules and regulations in the implementation of project business processes and other operational matters
Establish appropriate project management and delivery targets and monitor the achievement of results
Devise appropriate solutions for operational constraints and assist the Project Manager in troubleshooting challenges to project implementation
Ensure effective project budgeting and financial controls

In cooperation with the Project Manager, assist in the preparation of project budget and other planning procedures, and in tracking expenditures
Ensure that financial transactions are properly monitored and resources are properly accounted for, including project assets
Prepare budget and delivery forecasts and financial reports and ensure financial integrity of the project through appropriate controls and reporting structures
Ensure efficient provision of procurement services and quality of project inputs

Lead the preparation of procurement plans/strategies, Terms of Reference, specifications, etc. for the effective sourcing of project inputs to implementation
Conduct market research and other scoping activities to ensure competitive procurement and efficient use of resources, following value-for-money principles and in line with UNDP rules and regulations
Lead the management of project contracts and ensure maintenance and timely receipting of goods and services, conduct regular project corporate and financial housekeeping (e.g. monitoring of contracts/purchase orders, follow-up to vendors/service providers, application of appropriate contract management modalities and actions, etc., monitoring of legal implications, risk management)
Support project recruitment activities and ensure compliance with corporate human resources policies and strategies

Support to partnerships and coordination

Support the Project Manager in partnerships building, including partners in the development of activity plans and budgets
Support the project in narrative and financial reporting processes and requirements
Competencies
Core competencies:
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:

Procurement

Procurement Management: The ability to acquire goods, services or works from an outside external source
Business Direction & Strategy

Business Acumen: Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome; Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks
Business Development

Collective Intelligence Design: Ability to bringing together diverse groups of people, data, information or ideas, and technology to design services or solutions
Business Management

Resource Management Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity
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; Ability to manage communications internally and externally, through media, social media and other appropriate channels
Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed
Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs; Provide inputs to the development of customer service strategy; Look for ways to add value beyond clients’ immediate requests; Ability to anticipate client’s upcoming needs and concerns
Required Skills and Experience

Education:
Secondary Education or Bachelor’s degree in Economics, Business Administration, Accountancy, Natural Resource Management, Social Sciences, Environment, or other relevant field will be given due consideration
Experience:
Minimum 7 years with Secondary Education or 4 years with Bachelor’s degree of responsible procurement and/or operational experience at the national or international level
Experience in administrative and implementation support at national or international level for programme/project development, implementation, and management, including in the areas of waste management, sustainable consumption and production, circular economy, marine litter, sustainability, climate action, or related fields
Knowledge of Atlas or other ERP system would be an asset
Procurement certifications such as CIPS, CPM or APICS/CSCP would be a key advantage. Financial management background would be an asset
Experience of working in the UN or any other Public procurement system would be preferable
Language :

English and Filipino are required

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