Background
The Office of Audit and Investigations (OAI) is tasked with providing an effective system of independent and objective oversight. This is done in two ways: through the internal audit function, and through the investigations function.
OAI is the only office in UNDP with the mandate to investigate allegations of wrongdoing. OAI investigates allegations of fraud, corruption and other financial irregularities; retaliation on whistle-blowers; abuse of authority, workplace harassment; willful disregard of UNDP regulations and rules; and any other activities that would violate the standards of conduct expected of an international civil servant. OAI also investigates allegations against parties external to UNDP (e.g. contractors or implementing partners) where the allegation involves significant financial irregularities committed to the detriment of UNDP.
OAI maintains a reporting hotline, which includes multi-language web-reporting and toll-free telephone lines accessible from any country in the world, along with traditional reporting options by email, fax or mail.
Under the overall guidance and supervision of the Deputy Director (Investigations), the Investigations Associate manages the Investigations Section’s Case Management System, along with the Investigation Section’s Hotline Reporting System. The Investigations Associate also performs the role of Evidence Custodian, assists investigators with data extraction and reporting, and, as alternate to the Administrative Associate, and provides administrative and operational support.
The Investigations Associate promotes a client, quality and results-oriented approach. Full confidentiality in all aspects of the work is critical to this position.
Duties and Responsibilities
Manage the Investigation Section’s Case Management System, an electronic repository of investigation cases, including the following tasks:
- Create cases in the database based on information received through the reporting system;
- Keep the case management system updated as new information is received;
- Assist investigators in keeping the system up-to-date by reflecting all investigation actions taken (case assessment, investigation actions, missions, case closures, reports issued);
- Generate reports and statistics from the database;
- Run routine reports to identify overdue actions or the non-updating of the system.
Manage the Hotline Reporting System, including the following tasks:
- Liaise with the third-party provider of reporting hotline services to ensure the efficient and effective transfer of reports to the OAI;
- Monitor database availability and resolve any access issues identified by persons wishing to lodge complaints;
- Acknowledge receipt of complaints and liaise with the assessment team to ensure the smooth transition of matters from reporting through to assessment.
- Monitoring of UNDP Anti-Fraud Hotlines for UNDP and UN Women
Perform the role of Evidence Custodian in conformity with international best practice, focusing, which includes the following tasks:
- Record all evidence obtained by investigators into evidence custody records maintained by the Investigations Section;
- Log evidence in and out of the evidence cabinet for analysis and review as required, ensuring that chain of custody is at all times maintained;
- Regularly conduct reviews of evidence holdings against records;
- Maintain evidence seizure supplies, issue and refresh supplies as required.
Assist investigators with data extraction and reporting:
- Run standard queries on the UNDP ERP system (Atlas) to assist investigators conducting procurement-related investigations;
- Assists members of the Investigations Section with analysis of data, and the preparation of spreadsheets, charts and other graphical presentations;
- Prepares information and visuals aids for OAI’s outreach material.
- Assists in the preparation of progress reports and annual reports analysis for UNDP and UN Women
As alternate to the Administrative Associate, provide administrative and operational support, which may include the following tasks:
- Arrange travel for investigators and consultants;
- Draft correspondence and minutes of meetings;
- Maintain electronic and hard-copy filing;
- Monitor attendance;
- Monitor expenditure;
- Assist with procurement;
- Act as Buyer in Atlas.
Perform other duties that may be assigned by the Deputy Director (Investigations).
- The key results have an impact on the efficiency and effectiveness of UNDP’s investigations function.
- Errors directly affect the accurate provision of investigation services and the credibility of the work process of OAI.
- Failure to conduct tasks professionally and competently could result in ineffective workflow and prioritization of workload or loss of vital records and data, and may damage the reputation of OAI and of UNDP in general.
Competencies
Corporate Competencies:
- Demonstrate commitment to UNDP’s mission, vision and values; and commitment to professional standards and code of ethics;
- Display cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Functional Competencies:
Knowledge Management and Learning
- Share knowledge and experience;
- Actively work towards continuing personal learning and development in one or more practice areas, act on learning plan and applies newly acquired skills.
Development and Operational Effectiveness
- Ability to use and apply technical processes or tools such as Advanced Microsoft Office (Outlook, Word, Access, Excel, PowerPoint), electronic case management software and tracking systems; and advanced data base software applications; and Atlas;
- Ability to extract, interpret, analyze data and resolve operational problems;
- Ability to write and speak clearly, concisely and effectively;
- Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems;
- Good knowledge of administrative rules and regulations;
- Ability to administer and execute administrative processes and transactions and various specialized activities related to human resources, administration, finance, and investigations.
Self-Management
- Ability to perform work of confidential nature and handle a large volume of work;
- Focus on result for the client and responds positively to feedback;
- Consistently approach work with energy and a positive, constructive attitude;
- Remain calm, in control and good humored even under pressure;
- Demonstrate openness to change and ability to manage complexities.
Required Skills and Experience
Education:
- Completion of secondary education;
- A university degree, preferably in Business or Public Administration, is desirable.
Experience:
- A minimum of 6 years of relevant experience in investigations, administration or programme support services;
- Extensive experience in the usage of Microsoft Office packages and advanced database systems;
- Experience in using of web-based management systems.
Language Requirements:
- Fluency in oral and written English is required;
- Fluency in French or Spanish is an advantage.