Operations - Associate

The Operations Associate (Project Support), ICS-6 will provide operational support to the VCEP/PVEP projects, overseeing HR, finance, procurement, administration, and audit readiness while supervising a Project Support Assistant and ensuring efficient and compliant project delivery.

Responsibilities

• Oversee the day-to-day tasks of the Project Support Assistant (ICS-4), providing clear guidance, assigning workflows, and monitoring performance delivery.
• Review and clear primary administrative and transactional outputs produced by the Assistant before escalation or processing.
• Coach and mentor the ICS-4 Assistant on UNOPS operational guidelines, ERP system navigation, and proper file management procedures.
• Lead the review, refinement, and management of requisitions, local sourcing, and Requests for Payments (RFPs) for project supplies, services, and minor works, ensuring compliance with procurement frameworks.
• Oversee the end-to-end procurement, delivery, and installation of office infrastructure and IT equipment, coordinating with the ICT unit to resolve platform issues.
• Act as the operational focal point for local suppliers; track contract milestones, monitor deliverables, and address performance or compliance issues.
• Independently monitor expenditures against approved project budgets; analyze variances, track UN Common Costs, and provide risk-alert updates to the Senior Officer.
• Manage the process for General Ledger Journal Entries regarding salary redistributions, coordinating with the Country Office Finance Unit.
• Lead the preparation for internal and external audits, coordinate file assemblies, perform quality control on documentation, and draft initial technical clarifications for audit queries.
• Oversee contract extension processes for national personnel and specialist consultants; review and facilitate Note to Files.
• Manage and maintain the project HR Plan and Recruitment Tracker; analyze staffing gaps and liaise with HR to expedite Vacancy Announcements.
• Coordinate deployment logistics for incoming project personnel, including verifying Work from Home internet allowances, asset allocations, and compliance logs.
• Enforce strict organizational file-naming conventions and digital filing structures across the project database.
• Coordinate and quality-assure the translation of critical official documents into Dari and Pashto for Ministry of Finance submissions.
• Oversee international travel and logistics tracker; coordinate security clearance inputs, visa processing, accommodation, and secure airport transits.
• Maintain and reconcile the comprehensive Project Inventory and Asset register, preparing documentation for asset disposals or transfers.

Requirements

• Secondary school (or equivalent) with 6 years of relevant experience
• A bachelor's degree in Business Administration, Finance, Human Resources, or a related field with 2 years of relevant experience is required.
• Minimum 6 years of relevant experience with a secondary school diploma, or 2 years of relevant experience with a Bachelor's degree or higher, in project operations, finance, HR, procurement, or administrative support.
• Experience working within a UN System organization is desired.
• Direct experience managing operations or audit responses for large-scale donor-funded projects (e.g., ADB) is desired.
• Experience in team leadership or supervising junior support staff is highly desirable.
• Fluent English language proficiency is required.

Skills

• Project Operations
• Finance Management
• Human Resources Management
• Procurement
• Administrative Support
• Audit Response Management
• Donor-funded Project Management
• Team Leadership
• Supervising Support Staff
• UN System Operations

Languages

English