Operations Administration Assistant

•    Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies.
•    Input to the Country Office Administrative and finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance, in consultation with Operations Manager.
•    Attend meetings and prepare minutes of meetings as required.
•    Support to management & maintenance of operations’ files (soft & hard) and ensure easy referenc.
•    Checking incoming correspondence and ensure all required documents are valid.

2. Ensures functioning of the optimal accounting and cost-recovery system, while focusing on assets management and achievement of the following results:
•    Assist in preparation of the cost-recovery bills for the services provided by UNDP, follow up on contributions received.
•    Maintain records for all premises, for UNDP offices and the UN HUBS, and prepare all documents needed to rent, or renew the lease contracts for the subject premises.
•    Monitor the lease agreements and alert relevant colleagues for payment process
•    Receiving, inspecting and verification of incoming office equipment, furniture and supplies and scheduling deliveries to users.
•    Maintain records and tag all office furniture/equipment upon receipt from the suppliers.
•    Update of nonexpendable property inventory record and track movement of furniture.
•    Support to the management on assets disposal process and ensure proper accounting entries in ATLAS, preparation of documents for submission to Contracts, Assets and Procurement (CAP) Committee review.
•    Assist in the physical inventory verification exercise.
•    Preparing of inventory reports as required
•    Support the management in preparing different financial reports.
•    Preparing the supporting documents for management project’s payments.

3. Provides administrative support to the Operations Unit focusing on achievement of the following results:
•    Prepare receiving and inspections reports for goods and services as needed.
•    Prepare and analyze General Ledgers and expense reports
•    Collection of information for the Daily Subsistence Allowance (DSA), travel agencies and other administrative surveys.
•    Monitor due deadlines and notify management accordingly.
•    Support to drafting of correspondence and carry out necessarily follow up.
•    Assist in the preparation of the office budget, and provision of information for audit, as needed.
•    Contacts with visitors and staff, arrangement of appointments and meetings.
•    Assist to provision of logistical support to workshops, training, and meetings.

4. Support to knowledge building and knowledge sharing:
•    Assists in assembling briefing material, documentation and correspondence for the use in official meetings or missions.
•    Preparations of official correspondence in Arabic and English.
•    Support to maintaining information and updating databases,
•    Contributions to knowledge networks and communities of practice, as applicable.

Institutional Arrangement
Operations Manager

• 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.
• Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
• 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.
• Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving
• Accounting – General: Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.

• Knowledge of database packages, and web-based management systems is desirable.

• Fluency in English and Arabic

For more information please visit the link below :