Operations and Travel Associate- G6 (Pohnpei, FSM)

Pohnpei

Organization: UNDP - United Nations Development Programme
Location: Pohnpei
Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Operations and Administrations
- Administrative support
- Transport and Distribution
- Waste Management
Closing Date: 2023-12-04

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. The Fiji multi-country office covers ten countries including Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu as well as provides support to regional initiatives. This position is located at the UNDP Pacific sub-office in Pohnpei State in the Federated States of Micronesia which was established in October 2021. This office is set up to serve the Federated States of Micronesia, Kiribati, Nauru, Palau and the Republic of the Marshall Islands. The office will work closely with the UNDP Pacific office in Fiji to deliver the UNDP multi-country programme document (MCPD, 2023-2027) in these five countries.

UNDP in the Pacific has developed its multi-country programme document (MCPD, 2023-2027) to guide its interventions in the next five years in full alignment and directly to contribute to the United Nations Sustainable Development Cooperation Framework (UNSDCF, 2023–27). The Office covers 10 countries in the Pacific with an extensive portfolio which has grown over time. The UNSDCF and UNDP MCPD are designed in full alignment with the 2030 agenda, Samoa Pathway, and 2050 Blue Content Strategy, which is endorsed by the Pacific Island Countries (PICs) among others. The UNDP Pacific Office next five-year plan strategic priorities are encapsulated under three outcome areas: (i) Planet, (ii) Prosperity, and (iii) Peace. Following a strategic review process which was completed in June 2022, UNDP Pacific office structure is aligned to the emerging priorities of the office. In this regard, the programme portfolio will include mutually reinforcing work streams crafted around two clusters (i) Resilience and Climate Change; and ii) Inclusive growth and Effective governance, supported by a policy and innovation team, Operations team, Management and Oversight team that provides strategic guidance on results Management and compliance entrusted with the corporate alignment, programme finance management and quality assurance, and strategic communications team that provides knowledge management and communication support to all programme interventions.

Within the Office, the Operations Team provides backbone support and services to programme related to finance, human resources, digital services, travel and logistics, as well as common services and transactions support. The team further provides demand driven Common services to the UN agencies (per agreed procedures). In addition, the team will provide administrative support to UNDP Staff including project personnel e.g., protocol, visa facilitation, travel, and others.

Duties and Responsibilities

Under the overall guidance of the Operations Manager and the direct supervision of the Administrative Analyst, the Operations and Travel Associate carries out Travel and administrative related tasks under her/his purview. The Operations and Travel Associate provides support to Office operations performing a variety of administration, registry and travel processes ensuring high quality and accuracy of work. The Operations and Travel Associate promotes a client, quality, and results-oriented approach. S/he works in close collaboration with the operations team and programme team in the Office, project personnel and other UN agencies staff to exchange information and ensure consistent service delivery.

Support Implementation of operational strategies, focusing on achievement of the following results:
	Full compliance of administrative and travel activities with UN/UNDP rules, regulations, policies, and strategies. Contribution to proposal and implementation of cost saving measures in administration and travel including through negotiation with travel service provider, arrangement of the most economic route and appropriate itinerary. Inputs to business process mapping and implementation of the internal standard operating procedures (SOPs) in administration and travel. Provision of inputs to preparation of operations team results-oriented work plans.
2. Effective and efficient provision of administrative and financial support services, focusing on achievement of the following results:
	Process and coordinate with MCO and GSSC the set-up of suppliers in the system, payment processing and reimbursement of payment claims of UNDP personnel and vendors Support to administration of office budget as required and processing of budget revisions including reallocation of budgets as needed in coordination with the Finance unit in Suva Assist in optimal cost recovery as directed by supervisor. Assist in cash management processes and alternate as cashier for cash disbursements made on site. Assist in the preparation of audits and implementation of audit recommendations.
3. Implementation of travel sourcing strategy and management of travel processes for the Office, projects and at the request of other Agencies focusing on achievement of the following results:
	Collection and analysis of market information in travel service areas. Collection of information for various surveys such as DSA survey. Processing of travel through the use of travel module in UNDP ERP system and ensures availability of budget Ensure efficient and timely cost-recovery using the ERP system for the travel services provided by UNDP to projects and other Agencies. Provision of information to the travelers on travel including travel routes, airport and airlines protocols, visa processing arrangement of appropriate accommodation as well as allowable Daily Subsistence Allowance as per UNDP policy and guideline Processing travel requests and post travel claim for UNDP Personnel and other sponsored travelers as per travel entitlements l ensuring that the travel arrangement follow the UN/UNDP rules Edit/Update of Traveler (supplier profile) in Quantum and keep it updated on a regular basis. Support and process requests for visas, ID cards and other relevant documentations for UN/UNDP officials, if necessary. Arrangement for airport pick-up for mission travelers when required and support to expediting of customs and immigration procedures, as necessary. Processing of application and renewal of UNLP for UN staff. Provide regular inputs to travel database without any error. Check and ensure that invoices submitted by travel agent are error free and accompanies appropriate supporting documents for timely processing and payments Ensure timely follow up on outstanding POs, closing of POs on time and integrity of PO data related to travel services. Reconciliation of settlements to be paid in coordination with the finance unit in Suva, as required. Preparation of routine correspondence, faxes, memoranda, and reports in accordance with the SOP. Administrative and logistics support to conferences, workshops, retreats. Support to organization of common admin and logistics services. Regular maintenance of record files and efficient database management
4. Ensures implementation of registry, reception and pouch services focusing on achievement of the following results:
	Manage and oversee registry and reception services that includes customs and shipment clearance. Receipts and dispatch of postals, pouches, etc.; receive, sort, register and distribute files and incoming messages/mail; receive and process outgoing messages/mail including log charges. Support in preparing bills for cost-recovery Support supervisor on UNDP surveys on data collection and market research Maintain an up-to-date filing system
5. Ensures facilitation of knowledge building and knowledge sharing in the Office focusing on achievement of the following results:
	Participation in the training for the programme, operations and projects staff on administration and travel. Sound contributions to knowledge networks and communities of practice.
Perform other duties within the functional profile as assigned and deemed necessary for the efficient functioning of the office.
Supervisory/Managerial Responsibilities: The Operations and Travel Associate will be responsible for supervision, performance management and development of the Driver.

Competencies

Core

Achieve Results:

LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work

Think Innovatively:

LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Learn Continuously

LEVEL 2: Go outside comfort zone, learn from others and support their learning

Adapt with Agility

LEVEL 2: Adapt processes/approaches to new situations, involve others in change process

Act with Determination

LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously

Engage and Partner

LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships

Enable Diversity and Inclusion

LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

People Management (Insert below standard sentence if the position has direct reports.)

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies (insert up to 7 competencies)

Thematic Area	Name	Definition
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	UN travel documents	Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement
Administration & Operations	Travel policy and procedures	Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel- related matters.
Administration & Operations	T&E Cash Advance Reconciliation	Knowledge of policy and procedures on T&E cash advance reconciliation; ability to link T&E Cash Advance transactions with transactions in the General Ledger including case analysis for clearances for staff separating from the organization
Administration & Operations	Events management (including retreats, trainings and meetings)	Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Administration & Operations	Documents and records management	Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Required Skills and Experience

Education

Completion of Secondary education is required or
Bachelor’s degree in Finance, Business or Public Administration will be given due consideration

Experience, Knowledge, and Skills

Minimum of 6 years (secondary education) or 3 Years (Bachelor’s degree) of progressively experience of working in Administration; knowledge of financial management or accounting experience is required.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems required.
Knowledge of IPSAS and/or IFRS required.
Fluency in English is a requirement, local language is an added advantage.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

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 applications.

Applicant 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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