UNDP Jobs - 49138- Service Center Analyst

Service Center Analyst

Location :

Caracas, VENEZUELA

Type of Contract :

TA Local

Starting Date :

Application Deadline :

24-Oct-14 (Midnight New York, USA)

Post Level :

NO-A

Duration of Initial Contract :

Languages Required :

English Spanish

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Under the overal guidance of DRR and direct supervision of the Operations Manager, the Service Centre Analyst manages the Service Centre and ensures the effective delivery of administrative, procurement and logistical to the UNDP CO programme as well as other UN agencies and partners.

She/he analyzes and interprets administrative, financial and procurement rules and regualtions and provides solutions to relevant complex issues. The main role is to lead these operational areas under her/his oversight and ensure the smooth gunctioning of the Service Center, consistent services delivery and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed.

The Service Center Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

The Service Center Analyst works in close collaboration with the Management Support, Operations, Programme and project teams in the CO, UNDP HQs stadd to successfully deliver administrative, procurement and logistical. She/he also engages in close coordination and collaboration with UN agnecies and Government Officials to succesfully deliver operational services related to the areas of oversight.

Duties and Responsibilities

Summary of key functions:

Supervision of the efficient and effective quality control management of the Service Center;
Ensures the efficient management of logistical and administrative services, including office procurement;
Establishment of partnerships with other UN Agencies at the field level;
Facilitation of knowledge building and knowledge sharing.

Provides analytical inputs and ensures the effcient and effective supervision of the Service Center. As a member of the CO operations management team, ensures the efficient and effective operation of the Service Center and quality control of services provided focusing on achievement of the following results:

Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring of achievement of results;
CO business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Procurement, Administration/Logistical services and Common Services;
Participation in OM team meetings and leading regular meetings with Service Center team;
Elaboration and implementation of the Service Center annual work plan. Oversee the monitoring and evaluation of the Service Center activities;
Management of financial resources required for the functioning of the Service Center;
Support the development of areas and activities that are expressly solicited by the RR, DRR or OM and are within the Service Center’s competence;
Monitoring the preparation of periodic reports, in order to assure the effective implementation of the services provided to the Agencies and Regional Offices of the UN System;
Optimal staffing of the Service Center and supervision of the work of the service center’s various units promoting personal and professional development of staff in order to continuously improve the quality of work and stimulate their individual and collective growth;
Preparation of terms of reference for selection and recruitment of external consultants/services as well as of Service Center’s staff;
Provide direction and advice in all stages of the SC services with international best practices, which conform to the rules and regulations of UNDP and/or of the financial institutions or donor involved in the process;
Implementation of audit recommendations, putting into practice the corrective measures that are necessary in the area of competence of the Service Center;
Promote the development of tools and processes enabling the efficiency of services.

Supervises the provision of efficient logistical services including administration and procurement, and its related processes for CO, NIM/DIM projects, UN House and at the request of other Agencies focusing on achievement of the following results:

Supervision of the Administration team and services provided including travel, shipment and logistical coordination. Identification of opportunities and ways of converting business processes into new Administrative services;
Development of strategies for administration services including the possible contract of external services, and oversee the utilization of these services;
Supervises the administration of shipment of personal effects and applicable exemptions and tariffs. Engages in consultations with government counterparts to identify solutions to customs clearance processes;
Supervises the coordination of visa processes in tandem with administrative associate functions and HR functions to develop an efficient methodology for delivery of services;
Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Follow up on timely corrective actions on POs with budget check errors and other problems;
Elaboration of the Service Center's office procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performances measurement, in complience with corporate rules and regulations;
Management of procurement processes and related logistical services in accordance with UNDP rules and regulations, SC Analyst acting as Manager Level 1 - 2 in Atlas for Purchase orders approvals as delegated by senior management;
Management of contracts and subcontracts for office services including those related to individual contractors (IC) providing consultancy services;
Preliminary review of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Follow up on timely corrective actions on POs with budget check errors and other problems;
Elaboration of proposals and implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement;
Implementation of harmonized procurement services and elaboration of proposals/ analysis of requirements on common services expansion in the UN House, introduction of joint procurement for the UN Agencies in line with the UN reform;
Management of UNDP assets ensuring full compliance with IPSAS in the accounting for procurement, utilization and disposal of the CO’s assets.

Supports establishment of partnerships with other UN Agencies and government counterparts at the field level focusing on achievement of the following results:

Provides leadership in overseeing effective provision of services to counterparts and UN agencies including fair and transparent procurement, efficient logistics and sound administrative management as well as the consistent application of UNDP rules and regulations;
Identifies strategies for interagency collaboration in the establishment of cost effective measures;
Identifies opportunities for the provision of administrative and execution support services with a view to generate self sustainable modalities of cooperation through competitive and efficient management of services and cost recovery;
Establishment of collaborative arrangements with potential partners, a client relationship Management system for resource mobilization purposes and appropriate operational partnership arrangements.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achivement of the following results.

Participates and facilitates in learning processes as they relate to the provision of administrative, logistical, and procurement services for operations/ projects staff;
Contributions to UNDP knowledge networks and communities of practice ensuring the promotion of comparative advantages of UNDP Service Center in the CO;
Ensures provision of learning sessions to government counterparts on service center issues;
Knowledge building and sharing with regards to management and operations in the CO, organization of the staff trainings on IC matters, synthesis.

Impact of Results

The key results have an impact on the overall CO efficiency in administrative, procurement, logistical services and ensures success in introducction ad implementation of operational strategies. Accurate, thoroughly researched information, timely and appropiate delivery of services ensure client satisfaction and overall timely delivery of UNDP programmes and projects.

Competencies

Functional Competencies:

Building Strategic Partnerships

Maintaining a network of contacts;
Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders.

Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis;
Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things;
Documents and analyses innovative strategies and new approaches.

Job Knowledge/Technical Expertise

Fundamental knowledge of own discipline;
Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position;
Analyzes the requirements and synthesizes proposals;
Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development

Basic research and analysis;
Researches and documents ‘best practices’ in organizational change and development within and outside the UN system.

Design and Implementation of Management Systems

Research and analysis and making recommendations on management systems;
Maintains information/databases on system design features;
Develops simple system components.

Client Orientation

Establishing effective client relationships;
Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
Actively supports the interests of the client by making choices and setting prioritties to meet their needs.

Promoting Accountability and Results-Based Management

Basic monitoring;
Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems;
Monitors the implementation of corporate accountability and results-based management systems and makes recommendations to enhance performance of business units.

Core Competencies:

Demonstrating/safeguarding ethics and integrity;
Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Managing conflict;
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge; management/sharing is the responsibility of each staff member;
Informed and transparent decision making.

UNDP Procurement Certification Programme

Required Skills and Experience

Education:

Master's Degree or equivalent in Business Administrations, Public Administration, Finance, Economics or related field or Bachelor´s degree in Business Administrations, Public Administration, Finance, Economics or related field with two years of relevant experience at the national or international level in service center management or in the management of procurement and administrative services.

Experience:

Relevant experience at the national or international level in service center management or in the management of procurement and administrative services would be desirable but not a requirement;
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management and social knowledge management systems and networks.

Languague Requirement:

Spanish and English Proficiency required.