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National Field Associates (Field Operations)- SOUTH SUDAN

11:23:00 AM

Background

NATIONAL FIELD ASSOCIATES (FOR SOUTH SUDANESE NATIONALS ONLY)

UNDP’s programme in Southern Sudan is expected to grow substantially in coming years. In 2006 UNDP established a number of field offices. The National Field Associate will work closely with the rest of Field Operations to ensure timely delivery of operational support to the activities in the field.

Under the direct supervision of the Field Operations Specialist, and overall guidance from the Head of Operations, the incumbent will provide support to the field staff in ensuring the smooth running of support. S/he will also work closely with the other operations and programme units to ensure timely delivery of support to all practice areas.

Duties and Responsibilities

Summary of Key Functions:

  • Implementation of administrative and operational supports
  • Human Resources and Logistical supports to the field office
  • Programme Support Services at the Field Office

Ensures effectiveness and timely administrative supports for the field focusing on achievement of the following results:-

  • Follow up on correspondence between Field Offices and Country Office
  • Ensures outstanding queries receive timely response
  • Escalate issues that require policy clarification to the Country Office for decision making through the Field
  • Operations Specialist and/or Head of Operations.
  • Manage UNDP assets (office equipment) in the field and organize maintenance from time to time.
  • Manage UNDP Vehicle Fleet to support field activities
  • Manage/maintain office premises in the field to ensure good working environment for staff

Competencies

Ensures effectiveness and timely administrative supports for the field focusing on achievement of the following results:-

  • Follow up on correspondence between Field Offices and Country Office
  • Ensures outstanding queries receive timely response
  • Escalate issues that require policy clarification to the Country Office for decision making through the Field
  • Operations Specialist and/or Head of Operations.
  • Manage UNDP assets (office equipment) in the field and organize maintenance from time to time.
  • Manage UNDP Vehicle Fleet to support field activities
  • Manage/maintain office premises in the field to ensure good working environment for staff
  • Manage/maintain compounds for residential accommodation and also ensure rents are paid into UNDP Accounts.

Ensures effectiveness and timely payment of all financial transactions for the field focusing on achievement of the following results:-

  • Submit payment request in a timely manner with proper supporting documentation
  • Timely processing of all field staff and vendor payments.

Ensures strategic human resources management focusing on achievement of the following results:-

  • Timely submission of monthly attendance report.
  • Annual Leave/Special Time Off an Rest and Recuperation applications are submitted on time to Human resources unit.
  • Liaise with Juba-Based Field Operations Specialist and the Field Support Analyst in Operations for issuance of SC/TA contracts and extensions.
  • Submit a weekly updated staff list (or and time there is a change) to the Field Support Specialist.


Ensures provision of efficient procurement and logistical services focusing on achievement of the following results:-

  • Submit quarterly procurement plan.
  • Track the orders and ensure they are delivered on time.
  • Initiate actions for issuance and extension of UN ID card.
  • Process all travel and visa application for field operations staff

Provides operational support to programme functions focusing on achievement of the following results:-

  • Assist the State Coordinator (SC) in presenting a common face to State Governments.
  • Support the SC in convening:-
  • Coordination meetings with project staff on a regular (weekly or fortnightly) basis.
  • Periodic UNDP programme review meetings with State Governments (quarterly or six- monthly).
  • Support the SC in serving as focal point for the preparation of:
  • State level work plans (2 pages) (quarterly).
  • Monthly brief highlight reports to Juba.
  • Brief regular update reports to State Governments (quarterly).
  • Assist the SC in coordinating and ensuring participation of state project staff, and implementing partners, in state planning exercises (State and County Government annual planning, RCO planning exercises).
  • Support the SC in facilitating new initiatives being launched in the state, through government contacts, etc.

    Required Skills and Experience

    Education:

    • Secondary Education with specialized certification in Accounting and Finance. University Degree in Business or Public Administration desirable, but it is not a requirement.

    Experience:

    • 5 years of relevant experience in administration, logistics and finance is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.

    Language Requirements:

    • Fluency in English required; Arabic is an advantage.

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