Under the overall supervision of the Head of Sub-Office and reporting to the SSA Operations Associate , the Operations Associate carries out varied and inter-related operational, financial and logistical activities ensuring high quality and accuracy of work and supporting the overall delivery of UN Women’s programmatic results at the Sub-Office level. The Operations Associate is results and client oriented, producing administrative and programme support services of the highest quality in a timely and proactive fashion.
Responsibilities:
Provide administration and operations support to the Sub-Office in accordance with UN Women rules and regulations and policies and strategies.
Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements.
Support monitoring and documentation of petty cash expenditure and preparation of reports.
Coordinate pre-audit preparations for the Sub-Office and for programmes/projects to be audit ready and complete the pre-audit checklist.
Provide administrative support to Programme implementation at the Sub-Office level.
Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions.
Coordinate and administer procurement processes in accordance with UN Women rules and regulations and corporate policies and strategies
Provide inputs to the preparation of procurement plans for the office and monitor their implementation.
Generate procurement related reports, research and draft responses to enquiries.
Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services.
Prepare Purchase Orders (PO) and contracts in and outside Quantum, coordination the creation of vendor profiles.
Review procurement processes conducted by projects; submissions to the Procurement Review Committee.
Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution.
Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items.
Contribute to knowledge sharing and programme implementation.
Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters.
Education:
Completion of secondary education is required.
Bachelor’s degree in business, administration and finance is desirable.
Work Experience:
At least 6 years of progressively responsible experience in administration, finance, procurement, human resources or logistic support; services at the national or international level.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Experience working with a UN agency is an asset.
Experience in the use of ATLAS/Quantum is an asset.
Languages:
Fluency in English is required.
Fluency in Dari and /or Pashto is required.
Working knowledge of another official UN language is an asset.
