Operations - Senior Associate

1. Management Support

•  Support in recording and keeping up-to-date work plans and in providing guidance to IBN personnel in executing standard office transactions, processes, and work, ensuring full compliance with UNOPS rules, regulations, and policies.

• Collaborate in the development of UBN support unit's annual work plan and ensure the activities are monitored and implemented. Proactively identify, mitigate, and resolve any operational deviations or issues with guidance from the supervisor.<

•  Support in ensuring the accuracy, regular updating, and analysis of the IBN Contracts Management Tracker to prevent contract lapses

•  Liaise with AFCO support services units on project-related administrative and operational matters, including budgeting, requisitions and requirements, vendor payments, contract management, procurement of goods and services, and inventory management.

•  Manage financial, administrative, and procurement workflows within the OneUNOPS/Enterprise system

•  Compile data and research information for planning financial resources/administrative budget for administrative services.

•  Support in monitoring all critical project operational financial indicators and alert the supervisor in case of deviations.

2. Logistics and Inventory Management Services

• Ensure effective and efficient provision of logistics and inventory management (i.e. project assets, equipment, supplies, etc.) for the IBN Project in compliance with UNOPS rules, regulations, policies, and strategies.

•  Implement control measures for inventory management, ensuring timely preparation and submission of periodic inventory reports, investigating and reporting on any discrepancies

•  Prepare and raise requisitions for supplies and participate in the tender evaluation in procuring those materials.

• Supervise proper issuance of inventory items and supplies and the disposal of damaged items

• Liaise with the HMAC Cost Recovery unit to ensure that office facilities, maintenance, and other support services are effectively provided and maintained to support the IBN Project’s day-to-day operations, and promptly raise and follow up on any issues or concerns requiring attention or resolution.

•  Manage and ensure the proper safekeeping of IBN Project assets and equipment.

3. Vehicle Coordination and Management

• Coordinate and optimize the use of project assigned/contracted vehicles and driver schedules to meet IBN operational requirements, ensuring compliance with UNOPS/AFCO safety standards, security protocols, and applicable procedures.

•  Maintain and regularly update the IBN Vehicle Request Tracker and prepare transportation-related reports and updates, including information from field sites, as required by the supervisor

• Oversee the preparation, and administrative execution of vehicle lease agreements; verify and authorize invoices for timely payment

•  Develop and maintain appropriate tools, trackers, and standard operating procedures (SOPs) to support the effective management and utilization of project vehicles.

• Prepare and regularly update transportation work plans and budget requirements based on IBN operational needs, and coordinate the timely provision, maintenance, and availability of vehicles to support project activities.

4. Team Coordination

• Support in the coordination coordination with relevant IBN team members for work planning to ensure that activities are carried out in accordance with applicable policies, procedures, and established best practices, and raise any issues requiring management attention.

5. Knowledge Building and Knowledge Sharing

• Ensure accuracy, consistency, filing, and record-keeping of all project documents in an efficient manner.

•  Organize, facilitate, and/or deliver learning initiatives for personnel on operations and administration-related topics.

• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learned and disseminating best practices in human resources.

• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively.

• Contribute to knowledge management and information-sharing activities, ensuring that relevant project experiences, lessons learned, and good practices are documented and shared within the team.