The Office of Procurement (OP) under the Bureau of Management Services of UNDP is responsible for development of procurement policy, corporate procurement services, procurement advisory services, as well as strategic procurement services to Country Offices and Central Bureaus. In addition, OP provides capacity building to the UNDP global procurement function. OP supports UNDP’s programme delivery in line with UNDP's Strategic Plan 2022-2025 and follows best practices in public sustainable procurement and the rules and regulations of UNDP, the accountability framework, while ensuring appropriate risk management for UNDP. We are a global team based in New York (USA), Copenhagen (Denmark) and in Cyberjaya (Malaysia), with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok).
The Operations team in Copenhagen plays a key role in supporting the Office of Procurement by providing Management support with the key functions of management of financial resources, cost-recovery, travel and human resources of the unit. The Operations team reports to the Director, Office of Procurement, HQ New York.
The incumbent works in close collaboration with team members within the Operations unit and other Office of Procurement Units in HQ New York, Copenhagen and other locations to exchange information and ensure consistent service delivery.
The Operations Support Associate promotes a collaborative and client-oriented approach, sharing knowledge and best practices focusing on the following:
Ensures implementation and administration of operational strategies, adapts processes and procedures ensuring full compliance of Human Resources, Finance, Procurement and General Administrative activities with UN/UNDP rules, regulations, policies and strategies, focusing on the following:
Provision of Human Resources services

• Provide advice and share information on corporate strategies, changes in rules and regulations, and implementation of HR policies
• Manage Recruitment processes in coordination with Hiring Managers including:
  • Drafting job descriptions, providing input to job classification process, drafting and posting vacancy announcing in the ERP system, screening candidates, participating in interview panels, and submission of compliance review cases.
  • Prepare recruitment package for submission to global service team ensuring job descriptions, classification reports and recruitment strategies are in accordance with policy.
  • Liaise with the Global Service team in all matters relating to vacancy announcements.
  • Manage communication with candidates as it relates to the outcome of their applications
  • Promote equity, transparency and consistency in the interpretation, determination, implementation and administration of HR recruitment policies, procedures and guidelines applicable to personnel.
  • Maintenance and update of recruitment tracking systems in Smartsheet
• Contract management for GS Staff and non-staff categories
  • Contract management for GS FTA & TA locally recruited staff from hire to separation in ERP system and maintenance of personnel records
  • Submit requests and appropriate documentation to GSSC for Recruitment, Hiring and Separation of non-staff contracts
• Coordinate with local GP Administrator on HR actions for OP GS local staff
• Facilitate creation and update of positions data in ERP
• Share information with personnel on corporate learning and development initiatives, systems, and platforms.

Support Budget Monitoring and Cost Recovery

• Contribute to the maintenance of control mechanism for thorough monitoring of unit Budgets,
• Preparation for modifications of budgets for OP in the ERP system
• Ensure labour schedules are up to date and properly posted in the ERP system and take timely corrective action as required.
• Review, research, extract, verify and reconcile a variety of data and reports from ERP ensuring accuracy and conformance to enable accurate cost-recovery by the team for procurement services
• Liaise closely with Finance colleagues on cost recovery information to enable accurate periodic reporting to OP Management on revenue and expenditure

Support General Administration

• Work closely with the rest of the Operations Team
• Contribute to the development of administrative business processes mapping and elaboration of internal standard operating procedures (SOPs) to deliver optimal client service
• To provide logistics support to workshops and retreats, as needed.
• Provide support to the Procurement of goods and services, incl. raising e-requisitions, drafting Terms of Reference, conducting canvassing processes, obtaining vendor profiles, facilitating recruitment of consultants, and other related procurement tasks as required. This may in the near future include performing the role of Buyer for procurement of goods and services for the Unit.
• Collection of data for provision of information for audits.
• Actively liaise with direct supervisors, internal stakeholders and/or relevant UNDP entities to seek policy clarifications and/or identify solutions.
• Suggest ideas for streamlining of procedures to deliver optimal client service

Facilitate Learning and Knowledge-sharing

• Actively pursue opportunities for Learning and self-development professionally and personally
• Contribute to the learning of others including 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.

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 and Technical competencies

Business Management

Working with Evidence and Data

Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

Business Management

Communication

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.

Customer Satisfcation /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

Human Resources

Recruitment design and Management

Knowledge of, ability to design and manage end to end recruitment processes

Human Resources

Assessment & Selection

Knowledge and ability to apply various candidate assessment and selection methodologies, tools and platforms; ability to effectively align them with specific recruitment needs

Experience: