Background
Candidates who previously applied need not re-apply.
The Governance for Local Economic Development Programme (GLED) – Support to District Development Programme (SDDP) will serve as one of UNDP’s umbrella delivery programme for strengthening local governance capacities and improving socio-economic opportunities in identified vulnerable regions of the country.
The Project GLED/SDDP will comprise of 4 main outputs
- Vulnerable Groups enabled to engage in sustainable local economic development initiatives;
- Local level governance institutions plan and manage service delivery with increased effectiveness and inclusiveness;
- Policy makers and development partners have an increased knowledge on good practices and lessons learned on local economic development and local governance to policy decisions;
- Vulnerable communities have increased skills and ability to participate in local governance activities.
The Programme Operations Associate will be responsible for ensuring smooth operations of the GLED/SDDP Programme. He/she will be responsible to assist the Programme Operations Specialist in the strategic financial and human resources management, efficient procurement and logistical services, ICT and to ensure consistency of operations with UNDP rules and regulations. The incumbent will assist the Programme Operations Specialist to set policies and methods to maximize the Programme performance in operations, demonstrating capacity for innovation and creativity and providing assistance in realignment of operations to maximize resources and take into account changes in the operating environment as may be considered more efficient and effective, to enable the Programme Operations Specialist advise the Programme Manager (GLED/SDDP) and Head of Unit accordingly.
She/He will directly supervise any project staff recruited for the GLED/SDDP Operations Unit, and will work closely with the field based project staff. The Programme Operations Associate will help the Programme Operations Specialist to build and maintain strong working relations with field based project staff and project partners, including vendors and contractors.
Duties and Responsibilities
Summary of Key Functions- Assist in ensuring strategic direction of operations;
- Assist in financial resources management;
- Assist in Human Resources Management;
- Efficient procurement and logistical services;
- Ensuring forward-looking information and communication management;
- Perform any other tasks assigned by the supervisor.
- Compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, assist the Programme Operations Specialist in the establishment of management targets, and monitor achievement of results;
- Assist the Programme Operations Specialist on strategies, policies and plans affecting GLED/SDDP operations, delivery of practice advisory, knowledge and learning services;
- Input to Programme business processes mapping and establishment of internal Standard Operating Procedures in Finance, Human Resources Management, Procurement and ICT services and Results Management
- Assist the Programme Operations Specialist in constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on risk assessment;
- Input to knowledge building and sharing with regard to management and operations in the Programme, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contribution to UNDP knowledge networks and communities of practice;
- Provision of inputs to preparation of PIU team’s results-oriented work plans.
- Assist in effective and efficient planning, expenditure tracking and audit of financial resources in accordance with UNDP rules and regulations, while performing the function of quality check of documents needed for UNDP’s financial management system (ATLAS);
- Assist the Programme Operations Specialist in accurate planning, forecasting and reporting of Programme income and assist in any audit related work;
- Assist in the organization and oversight of risk assessment, timely accounting and reconciliation of all transactions;
- As may be deemed necessary, routinely monitor financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Inform supervisors and other UNDP staff at Country Office, of the results of the investigation when satisfactory answers are not obtained.
- Ensure compliance with corporate human resources policies and strategies;
- Oversight of recruitment processes, including induction and performance management systems ensuring link of job design with recruitment, performance management and career development.
- Ensure compliance with corporate rules and regulations in the field and management of the GLED/SDDP procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction and performance measurement;
- Assistance in the performance of activities of the GLED/SDDP contract strategy including tendering processes and evaluation, managing the contract and contractor and legal implications. Oversight of procurement processes and logistical services in accordance with UNDP rules and regulations;
- Input to proper management of UNDP assets, facilities and logistical services, including transport needs to the field.
- Ensure maintaining a secure, reliable infrastructure environment for ICT and adequately plans for disasters and recoveries;
- Use of ATLAS functionality for improved business results and improved client services, as required;
- Input to identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability;
- Knowledge sharing, information provision and learning including e-registry, web-based office management system, etc.
Impact of Results
The key results will support the smooth functioning of the finance, procurement, recruitment, logistics, transport and administrative functions of the GLED/SDDP Programme, in accordance with UNDP policies and procedures and donor requirements. The overall goal will be effective and efficient implementation of the GLED/SDDP programme resulting in the development of the areas selected, with optimum utilization of programme resources.
Competencies
Corporate Competencies:- Demonstrates integrity by modelling the UN’s values and ethical standards;
- Promotes the vision, mission, and strategic goals of UNDP;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
- Treats all people fairly without favouritism.
- Strong conceptual and research/analytical skills, with the ability to think strategically and to rapidly analyse and integrate diverse information from varied sources into conclusions and recommendations;
- Fully proficient computer skills and use of relevant software and other applications, e.g. word processing, spreadsheets, internet, power point and experience in handling of web-based management systems;
- Ability and sensitivity to work with a wide cross-section of partners, including Government, I/NGOs and private sector;
- Ability to form and maintain relationships through team work and needed networking;
- Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
- Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example;
- A self-starter and able to inspire and influence action;
- Seeks and applies knowledge, information and best practices inside and outside UNDP;
- Consistently approaches work with energy and a positive, constructive attitude;
- Demonstrates openness to change and ability to manage complexities;
- Ability to lead effectively, and possesses mentoring and conflict resolution skills;
- Excellent interpersonal skills, proven networking, team-building, organizational and communication skills.
Required Skills and Experience
Education:- Secondary Education, preferably with specialized certification in Administration, Management, HR or Accounting;
- UNDP Certification in Procurement (Level II) required or else should acquire such certification within 3 months of assignment.
- 5 years of relevant administrative or programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, Power Point, etc.) and knowledge of database packages, experience in handling of web based management systems;
- Experience building and maintaining partnerships with Government, other development partners and the private sector;
- Demonstrated capacity to undertake assigned responsibilities and work under pressure;
- An excellent team player.
Language Requirement:
- Demonstrates strong oral and written communication skills in English, along with Tamil and/ or Sinhala.