Operations Associate (Singapore nationals or those permitted to work in Singapore), Singapore At UNDP – United Nations Development Programme


Closing date: Monday, 15 May 2023

Job Identification : 10356

Locations : Singapore, Singapore

Posting Date : 05/02/2023, 07:43 AM

Apply Before : 05/16/2023, 07:43 AM

Job Schedule : Full time

Agency : UNDP

Grade : NPSA-6

Vacancy Type : National Personnel Service Agreement

Practice Area : Management

Bureau : Bureau for Policy and Programme Support

Contract Duration : 1 Year with Possibility for extension

Education & Work Experience : High School certificate

Other Criteria : Bachelor’s degree in Business Administration, Commerce, Human Resources, Finance, Social Sciences, or International Relations

Required Languages : English

Vacancy Timeline

2 Weeks

Job Description

Background

The UNDP Global Centre for Technology, Innovation and Sustainable Development (GC-TISD) aims to identify, co-create, and share innovative and technological solutions for sustainable development. We aim to catalyse new insights, partnerships and action in the countries where UNDP works. Our areas of focus are: Sustainability and Climate Resilience, Smart Cities and Urbanisation, Digital Inclusion, Digital Sustainable Finance, and Digital Public Goods. The GC-TISD leverages Singapore’s deep expertise, solutions, knowledge, and ecosystem of Government and private sector partners, as well as knowledge from experts and partners around the globe, and across UNDPs Global Policy Network. More specifically, the GC-TISD connects policymakers, practitioners, think tanks, business, and other relevant stakeholders to each other from across the globe for learning and sharing of best practices on the themes of technology, innovation, and partnerships for sustainable development.

The GC-TISD is a joint initiative of the Singapore Government and UNDP, currently being led by a small team that is focused on programme and partnership development. Our Singapore Government partners are the Ministry of Foreign Affairs, the Ministry of Sustainability and the Environment, the Public Service Division, the Ministry of Communications and Information, the Infocomm Media Development Authority, the Monetary Authority of Singapore, and the National Research Foundation. The UNDP GC-TISD was setup in 2018, and is currently at the outset of its next iteration – to run between 2022 and 2025. We collaborate with governments worldwide through the following:

  •  Agile Policy Development Support: Supporting governments in defining the policies and regulations needed for the digital and innovation economy, and providing guidance and methodologies to assist governments on agile policymaking for the digital economy
  •  Research and Thought Leadership: Providing research, analysis, and insights on emerging technologies, including integrating the experiences of UNDP Country Offices with foresight and horizon-scanning
  •  Partnership and Global Ecosystem Building: Catalysing global and national digital and innovation ecosystems that are committed to digital inclusion and fostering collaborations with different players in the digital inclusion space

Knowledge Exchange and Capacity Building: Collecting local intelligence and grassroots innovations, and ensuring that lower-income countries are equal participants in global discussions and explorations of digital inclusion

Duties and Responsibilities

Summary of Key Functions:

  •  Provide effective support to the management of the Centre
  •  Support to administrative and logistical services
  •  Support to office maintenance and assets management
  •  Support to knowledge building and knowledge sharing

i). Ensures provision of effective support to the management of the Centre, focusing on the achievement of the following results:

  •  Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
  •  Support to the Centre’s administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
  •  Maintenance of the supervisor’s calendar, contacts with visitors, arrangement of appointments and meetings;
  •  Management of supervisor’s missions and schedule;
  •  Coordination of meetings and assist in minutes taking and circulation as required
  •  Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports;
  •  Screening of all incoming calls and correspondence;
  •  Maintenance of contacts database;
  •  Assist in drafting inputs for the Centre’s reports.

ii). Ensures effective administrative and logistical services, focusing on achievement of the following results:

  •  Contacts with visitors and project personnel, arrangement of appointments and meetings;
  •  Maintenance of records/documents/files relating to the Centre in a user-friendly manner;
  •  Be responsible for assigned correspondence and other admin tasks including creating e-requisitions, travel request, supplier record & receipt of payments through the corporate management system;
  •  Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
  •  Administrative support to conferences, workshops, retreats;
  •  Assist in arranging logistics, preparing agenda and coordinating with related stakeholders for organizing workshops as and when required;
  •  Assist in coordinating of the planned events of the Centre;
  •  Arrangement of vehicle transportation;
  •  Assistance in proper control of supporting documents for payments and financial reports;
  •  Preparation and submission of documents and follow-up for tax refund;
  •  Support to organization and documentation of procurement process
  •  Proper receipting of goods and services;
  •  Preparation of routine correspondence, faxes, memorandum and reports to partners;
  •  Extracting, inputting, copying and filing data from various sources as required;
  •  Maintain a proper filing system for financial records ensuring safekeeping of confidential materials;
  •  Assisting in organizing, executing and coordinating logistical requirements by drawing up an event time-line, programme schedule and checklist for successful holding of events;
  •  Custodian for management of office stationery supplies and office IT equipment including maintenance of stock list of stationery & IT equipment, distribution of equipment as required by staff and keeping a log of distribution;
  •  Extraction of data from various sources;
  •  Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports;
  •  Assistance in the preparation of budget, provision of information for audit.

iii). Provides support to office maintenance and assets management, focusing on achievement of the following results:

  •  Maintenance of records on assets management;
  •  Maintenance of files and records relevant to office maintenance;
  •  Provision of support to maintenance of common premises and common services.

iv). Support knowledge building and knowledge sharing, focusing on achievement of the following results:

  •  Assist in ensuring completion of mandatory courses by staff;
  •  Participation in the training for the operations/programme staff ;
  •  Sound contributions to knowledge networks and communities of practice.

4. Institutional Arrangement

  •  Under the overall guidance and supervision of the Director GC-TISD, the Office Associate provides ongoing project and administrative assistance and support to the Global Centre, performing a variety of administrative processes ensuring high quality and accuracy of work.

Competencies

Core

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 [LSF1] [SS2]

Thematic Area

Name

Definition

Business Management

Operations Management

  •  Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
  •  Knowledge of relevant concepts and mechanisms

Business Management

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.

Administration & Operations

Documents and records management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Administration & Operations

Events management (including retreats, trainings and meetings)

Administration & Operations Events management (including retreats, trainings and meetings) Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. Ability to process and approve Travel Requests, Travel Claims and Expense Report; knowledge of relevant policy and procedures.

Administration & Operations

Onboarding / offboarding of personnel

Knowledge of policy and procedures on administrative on-boarding and offboarding, including issuance/return of office ID, , office space, telephone extension, e-mail address / IDAM profile set up and termination, issuance of office ICT equipment and its return before departure

Administration & Operations

Travel

Ability to process and approve Travel Requests, Travel Claims and Expense Report; knowledge of relevant policy and procedures.

Administration & Operations

Procurement management

Ability to acquire goods, services or works from an outside external source.

Minimum Qualifications of the Successful NPSA

Min. Education requirements

Secondary Education with a minimum of six (6) years of relevant work experience or Bachelor’s degree in Business Administration, Commerce, Human Resources, Finance, Social Sciences, or International Relations with a minimum of three (3) years of relevant work experience.

Min. years of relevant work experience

Minimum six (6) years (with Secondary Education) or three (3) years (with Bachelor’s Degree) of relevant experience in administration or programme support service.

Required skills

  •  Proficient in the the usage of computers and office software packages (MS Word, Excel, PowerPoint, Outlook).
  •  Experience in utilizing web-based management systems

Desired skills in addition to the competencies covered in the Competencies section

  •  Knowledge of Peoplesoft ERP or Oracle Cloud is an advantage.
  •  Experience in an international organization or non-profit context would be an asset;
  •  Knowledge of diplomatic and protocol matters would be an asset.

Required Language(s)

Fluency in English

Professional Certificates

N/A

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applicati\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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