Onboarding and Operations Officer

Client of United Nation careers

Oversees the onboarding of newly recruited international staff and personnel at the Agency level, coordinating with HRD, cross-functional teams, and various stakeholders to streamline processes. Analyzes onboarding procedures to identify areas for improvement, cost savings, and speedup the overall process. Tracks onboarding progress and prepares reports for management review. Develops and implements standardized onboarding plans, welcome-SOPs, and protocols, providing initial induction, and communicating with new hires after job offer acceptance. Ensures a seamless onboarding process by connecting new hires to respective departments or field offices, facilitating their proper installation at the duty station, and leaving them with a positive impression.

Manages budget planning and financial control processes by preparing operating and project budget estimates and establishing internal financial controls; monitors budget expenditure, prepares Budget Allotment Adjustments (BAAs), and drafts responses to audit requests; prepares periodic reports on budget updates and suggests alternative plans for utilizing balances; assists in developing and implementing procedures for accurate reporting.

Effectively coordinates with Human Resources Office/Department on actions relevant to the administration of human resource activities, e.g., the recruitment of staff and consultants, initiating vacancy announcements, performance appraisal, attendance, separation of staff members, etc.; administers contracts of Individual Service Provider (ISP) and Limited Duration Contracts (LDCs) if any; prepares staffing table proposals. Assists staff members during onboarding and separation. Translates documents from Arabic to English as required.

Oversees work related to procurement operations and billing; verifies service contracts and maintains relationships with vendors and suppliers; prepares yearly procurement plans and handles logistical operations for tenders, quotations, and purchasing orders; as applicable, chairs the Tenders Opening Committee, ensuring that the process is duly followed as per Agency procurement policies. Supports on all issues related to protocol and meetings with donors and host government officials; assists in contacts with UN organizations, international bodies, government officials, diplomatic missions and the public as required.

Compiles and analyzes statistical data, maintains up-to-date records, and coordinates with other departments for information as required; establishes and maintains comprehensive filing and archiving systems for contracts, agreements, and related documents, ensuring easy access, accuracy, and compliance with organizational standards and legal requirements; implements systematic categorization and indexing methods to facilitate efficient retrieval of critical information, contributing to streamlined administrative processes and enabling prompt responses to inquiries and audits. Assists in the administration of fellowships/grants, maintains records of department projects, prepares progress reports, and manages logistical preparations for workshops, conferences, and meetings. Supervises Administrative Assistants, providing guidance, training, and ensuring adherence to policies; monitors work quality, conducts performance evaluations, and addresses queries or issues. Supports the development, implementation, and reporting of Agency-wide 'Greening of the UN' initiatives; builds and maintains relationships with external stakeholders and attends meetings to facilitate communication and updates; coordinates data collection from Field and HQ offices for the Annual Greening Report.

Competencies

UN Core Values of Integrity, Professionalism and Respect for Diversity, and Core Competencies of Communication, Working with People and Drive for Results apply by default. Leading and Supervising. Applying Technical Expertise. Planning and organizing. Creating and Innovating. Analyzing. Other Competencies not listed under Functional and Leadership Very good drafting skills in English and Arabic. Excellent computer skills, especially in MS application used in the Agency, such as Work, Excel, Internet Explorer and Outlook. Knowledge of protocol norms.