Background
Under the guidance and supervision of the Assistant Resident Representative–Operations, the Operations Analyst is responsible for the overview of the financial management, efficient logistical services, and other administrative services. The Operations Analyst ensures consistent services delivery to UNDP programmes. The incumbent implements policies and methods to maximize the Office performance in operations demonstrating capacity for innovation and creativity and providing advice to Management on readjustment of the operations to take into account changes in the operating environment as and when needed.
The Operations Analyst works in close collaboration with programme teams, service center staff, human resources staff, operations staff in other UN Agencies, and Government officials to successfully deliver operations services.
Duties and Responsibilities
- Inputs to elaboration and implementation of operational strategies
- Financial Resources Management and logistical services
- Establishment of partnerships with other UN Agencies at the field level
- Compliance with UNDP security management in the field
1. Provides analytical inputs to elaboration and implementation of operational strategies.
- Ensures full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of targets and monitoring achievement of results.
- Successfully manages office operational support by provision of advice on strategies, policies and plans affecting office operations based on business principles.
- Under the guidance of the ARR (O) is responsible for office business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in relevant Finance, Logistical and ICT services and Results Management.
- Sets and monitors targets for operational efficiency and ensures the constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment.
- Knowledge building and sharing with regards to management and operations in the office, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.
2. Ensures effective and accurate Financial Resources Management and efficient Logistical services management focusing on achievement of the following results:
Financial Management
- Proper planning, expenditures tracking, reporting and audit of financial resources in accordance with UNDP rules and regulations,
- Performance of Manager Level 1 or 2 (as delegated) in ATLAS for financial transactions approvals (vouchers, Purchase Orders), bank reconciliation. Approval of pending disbursements as the third authority (cheques, bank transfers, EFT)
- Ensures cost-recovery system for the services provided by the office to projects or other agencies.
Logistical Services
- Management of the office contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with UNDP rules and regulations, operations analyst acting as Manager Level 1 or 2 (as delegated) in Atlas for Purchase orders approval and requisitions.
- Manage the provision of support services, including travel and logistics, visas and office premises for the Office.
- Supervision of vehicle fleet management.
- Management of UNDP assets ensuring full compliance with IPSAS in the accounting for procurement, utilization and disposal of the Office’s assets.
- Cooperates with the information and communication management and coordinates his/her work with the ICT Team.
3. Supports establishment of partnerships with other UN Agencies at the field level focusing on achievement of the following results:
- Provides leadership in overseeing effective provision of services to counterparts including fair and transparent procurement, efficient logistics and sound financial management as well as the consistent application of UNDP rules and regulations, within framework of El Salvador being part of Delivering as One (DaO) system.
4. Ensures safe working conditions through adherence to UNDP security management in the field and focusing on the following results:
- Works closely with UNDSS to ensure security of Office staff and premises, in particular, supports the implementation of UNDP MOSS/MORSS compliance.
- Administers the staff security arrangements and provisions.
Impact of Results:
The key results have an impact on the overall economy, efficiency, and effectiveness of the office operations as it relates to the use of corporate resources in the following areas:
- Relevant financial services
- Logistical services
- Cooperation with ICT
- Security
Competencies
Functional Competencies (level to be determined by the level of the post):Building Partnerships
Level 2: Identifying and building partnerships
- Effectively networks with partners seizing opportunities to build alliances
- Identifies needs and interventions for capacity building of counterparts, clients and potential partners
- Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments
Level 2: Developing tools and mechanisms
- Participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies
Level 2: In-depth knowledge of own discipline
- Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration)
- Continues to seek new and improved methods and systems for accomplishing the work of the unit
- Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally
- Demonstrates comprehensive knowledge of information technology and applies it in work assignments
- Continually looking for ways to enhance financial performance in the office
Level 2: Assisting the individuals to cope with change
- Performs appropriate work analysis and assists in redesign to establish clear standards for implementation
Design And Implementation of Management Systems
Level 2: Designing and implementing management system
- Makes recommendations regarding operation of systems within organizational units
- Identifies and recommends remedial measures to address problems in systems design or implementation
Client Orientation
Level 2: Contributing to positive outcomes for the client
- Anticipates client needs
- Demonstrates understanding of client’s perspective
- Solicits feedback on service provision and quality
Promoting Accountability and Results-Based Management
Level 2: Input to the development of standards and policies
- Provides inputs to the development of organizational standards for accountability
Core Competencies:
- Building support and political acumen
- Building staff competence, creating an environment of creativity and innovation
- Building and promoting effective teams
- Creating and promoting enabling environment for open communication
- Creating an emotionally intelligent organization
- Leveraging conflict in the interests of UNDP & setting standards
- Sharing knowledge across the organization and building a culture of knowledge sharing and learning
- Fair and transparent decision making; calculated risk-taking
Required Skills and Experience
Education:
- Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
Experience:
- 2 years of relevant experience at the national or international level in providing management advisory services and/or managing staff and operational systems and establishing inter-relationships among international organization and national governments.
- Experience in the usage of computers and office Software packages, experience in handling of web based management systems and ERP systems, preferably Peoplesoft.
- Experience of accrual accounting, IPSAS or IFRS is highly desirable.
Language requirements:
- Fluency in Spanish and English
WE ENCOURAGE WOMEN TO PARTICIPATE