This position is for an Operations Associate in the UNODC Office for the Gulf Cooperation Council Region (OGCCR) in Abu Dhabi.

Under the guidance and direct supervision of the Programme Management Officer and the overall supervision of the Regional Representative, the Operations Associate ensures effective delivery of services in the UNODC Office for the GCC Region (OGCCR) to support the implementation of the UNODC’s Strategic Partnership with the GCC Countries –UAE, Bahrain, Kuwait, Oman, Qatar and Saudi Arabia – and the related programme framework, under the umbrella project “Establishment of the UNODC Office for the GCC Region” (AREU51). The Operations Associate promotes a client, quality and results-oriented approach consistent with UNODC rules and regulations.

The Operations Associate will work in close collaboration with the Operations, Programme and Projects staff in UNODC OGCCR as well as UNODC HQ and UNDP staff as required for resolving complex operation-related issues and exchange of information.

Summary of Key Functions:

• Support the implementation and improvement of operational processes.
• Oversee administrative support in the management of the Office’s programme framework.
• Facilitate knowledge building and knowledge sharing.
• Perform additional duties as required by management.

• Coordinate with relevant colleagues and counterparts and facilitate all aspects of mission and travel requests, including arranging travel itineraries, visa applications, notes verbales, travel insurances, accommodation and transportation, airport passes, and the necessary documentation in line with UNODC rules and regulations.
• Support the implementation of operational, logistical and administrative arrangements for the implementation of technical assistance and capacity-building activities (conferences, meetings, seminars and workshops) organized or supported by OGCCR, either in person or online, in close cooperation and coordination with partners/counterparts, including development of cost estimates, drafting of invites and information notes, liaison with experts and nominated participants, timely procurement of travel and conference services, and other related processes.
• Provide guidance to implementing partners on routine implementation of operational and logistical processes.
• Prepare meeting agendas and lists of participants in coordination with project manager(s).
• Monitor expenditures and cost-sharing schedules of payments and apportionments with relevant counterparts.
• Supervise and coordinate requests for visas, identity cards and other documents for staff and non-staff in accordance with requirements of the UN and the host government(s).
• Ensure consistent liaison with relevant units and departments at UNODC and/or other UN sister agencies on best practices and new common services.

• Follow up on full compliance of administrative and operational activities in accordance with UN/UNODC rules, regulations, policies and strategies.
• Support the planning and timely implementation of cost-effective procurement cases of goods and services, as per project activities and in line with UN procurement regulations and financial rules, on an ongoing basis, including preparation of terms of reference and/or technical specifications, creation of shopping carts, LVAs and/or submission of detailed requests for PO creation, submission of service entry sheets as appropriate, as well as monitoring and timely settlement of open commitments.
• Ensure constant follow-up with successful vendors for timely and efficient delivery of services and/or goods, submission of invoices, delivery notes and other required supporting documents for payment requests.
• Participate in the development of analytical progress and financial reports, detailed workplans and accompanying budgets and budget revisions.
• Maintain accurate records of procurement transactions and documentation.
• Supervise administrative support personnel, particularly clerks and drivers.
• Coordinate and/or provide IT support when needed.
• Monitor and replenish office supplies to ensure smooth daily operations.
• Assist in the preparation of petty cash invoices/receipts.

3. Facilitate knowledge building and knowledge sharing, with focus on the following results:

• Participate in relevant training courses and modules in order to keep abreast of new developments relating to project management and operations.
• Contribute to the continuous review and update of standard operating procedures and management instructions relating to both office and project management.
• Synthetize lessons learnt and best practices in operations management.
• Engage actively with knowledge networks and communities of practice.
• Provide guidance and mentoring of administration personnel to support both office and project management.

4. Perform additional duties as required by management on an ongoing basis:

• Contribute to the preparation of various written outputs such as, background papers, briefing notes, analytical notes, correspondence with governments, working papers, mission reports, minutes of meetings, presentations, project proposals, project progress/activity reports and ad hoc reports.
• Provide occasional translation of short written outputs and communications from English to Arabic and vice versa.
• Participate in any meetings and/or activities as required.
• Participate in working groups on BOS.
• Perform any additional duties as required.