Operations Associate

Job Description

Tiered Approach

In Line With The Commitment To Safeguard Capacity And Support Personnel Already In The Organization, a Majority Of UNDP UNCDF/UNV Vacancies Are Advertised Using a Tiered Application Process Whereby

Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

The Central African region is home to the second largest tropical rainforest in the world, is sucking out about 1.5 billion tons of CO2 of the atmosphere or 4% of the world’s emissions every year and provides a habitat to more than 10,000 plant and animal species. Forest loss is accelerating despite ongoing efforts, as government action alone has not been enough to establish an effective balance between the interests of the forest and of economic development. On this basis, a coalition of donors – the European Union, the Federal Republic of Germany, the Kingdom of Norway, the Republic of France, the United Kingdom of Great Britain and Northern Ireland and the Republic of Korea – together with Central African partner countries – Central African Republic, the Democratic Republic of the Congo, the Republic of Cameroon, the Republic of Congo, the Republic of Equatorial Guinea, and the Republic of Gabon – have decided to enter into a collaborative partnership to establish the Central African Forest Initiative ( CAFI ).

CAFI’s objective is to recognize and preserve the value of the forests in the region to mitigate climate change, reduce poverty, and contribute to sustainable development. This objective will be attained through the implementation of country-led, national scale REDD+ and Low Emissions Development (LED) investment frameworks that include policy reforms and measures to address the drivers of deforestation and forest degradation and promote sustainable development. The CAFI Trust Fund is the principal means to implement the Central African Forest Initiative. It is administered by the MPTF-O , that also provides the Secretariat services.

Duties And Responsibilities

Reporting to the Management Specialist, the Operations Associate is responsible for supporting CAFI Fund Secretariat operations in coordination across the CAFI Operations Unit and in collaboration with the MPTFO Office, within a variety of administrative processes ensuring high quality and accuracy of work, enabling continuous of operational services.

Administrative and Operational Support
Provide day-to-day administrative support to office operations.
Maintain operational records, files, databases, and documentation.
Monitor office supplies and coordinate replenishment.
Support office space management and facilities-related activities.
Assist in organizing meetings, workshops, conferences, and events.
Procurement and Asset Management
Assist in procurement processes (Geneva Office only) in accordance with UNDP policies and procedures and within MPTFO delegated of authority.
Prepare e-requisition requests and maintain procurement documentation.
Track orders and deliveries and liaise with vendors.
Serve as Focal Point on inventories and update inventory records in coordination with MPTFO team.
Support regular physical asset verification exercises in coordination with MPTFO team and respective CAFI Geneva based personnel.
Travel and Logistics Support
Arrange official travel, including transportation, accommodation, and related logistics for CAFI Geneva based personnel.
Prepare travel authorizations and supporting documentation
Monitor travel expenditures and assist with travel claims processing.
Coordinate shipment and receipt of goods and equipment as required.
Financial and Budget Support
Assist in processing payments, invoices, and reimbursement requests.
Verify supporting documentation for financial transactions.
Support, in collaboration with the Management Specialist, in monitoring budgets and in preparing related reports.
Contract Management
Coordinate with hiring managers on contract validity dates and service delivery schedules and timely submission of payments requests.
Support contract management and documentation processes.
Operational Quality Assurance and Data Management
Compile operational statistics and information for reports.
Maintain accurate databases and tracking systems.
Generate routine reports and summaries for management review.
Ensure data accuracy and confidentiality.
Assist in implementing operational risk management and internal control measures.
Promote efficient and transparent operational practices.
Facilitate procurement knowledge building and knowledge sharing in the office
Organize training for operations and project staff.
Synthesize lessons learned and best practices in procurement.
Make sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Operations Associate will report to the Management Specialist in Geneva.

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

Strategic Thinking - Business Acumen

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

Strategic Thinking - Entrepreneurial Thinking

Identify and seize opportunities to service and add value to clients, create clarity around UNDP value proposition to beneficiaries and partners, develop clear service offers responding to client needs in line with UNDP’s organizational priorities and mandate.

Business Development – Knowledge Generation

Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need.
Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches.
Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.

Business Development – Resource Management

Ability to allocate and use resources in a strategic or tactical way in line with business needs and priorities and principles of accountability and integrity.

Business Development – Operations Management

Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisation’s assets into the best results in the most efficient way.
Knowledge of relevant concepts and mechanisms.

Administration & Operations – Building, facilities & office spaceManagement

Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings.
Negotiate technical agreements to ensure fully operational building infrastructure and services.
Design policy & procedure (POPP) for premises and facilities including space standards.
Manage premises and facilities.
Validate financial statement notes on leasehold data.

Procurement – ContractManagement

Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Education

Required Skills and Experience

Secondary education is required
A university degree (Bachelor’s degree) in Administration, Finance, Accounting, Human Resources Management or equivalent will be given due consideration, but it is not a requirement.
CIPS level 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Experience

Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant work experience in delivering operational services at multinational level is required.
Four years of experience with different administrative and operational areas including human resources, finance, procurement, and office administration is required.
Experience with delivering operational support services in the United Nations System is required,
Solid experience in coordinating travel requests and related logistic services is required.
Working expertise of ERP systems and related platforms is desirable.
Experience in result-based management reporting is an asset.

Language

Fluency in English and French is required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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.

Use of AI by candidates

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