UNDP Jobs - 55200- Operations Analyst - (Open to PNG Nationals Only)

Operations Analyst - (Open to PNG Nationals Only)

Location :

Bougainville, PAPUA NEW GUINEA

Type of Contract :

Service Contract

Starting Date :

01-May-2015

Application Deadline :

03-Apr-15 (Midnight New York, USA)

Post Level :

SC-8

Duration of Initial Contract :

12 months

Languages Required :

English

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

Between 1988 and 1999, Bougainville, then North Solomon’s Province and now an autonomous region in Papua New Guinea (PNG), suffered a violent conflict that took the lives of thousands of people and displaced approximately 70,000. The conflict originated from tensions with regards to the management of the Panguna mine that eventually evolved into a struggle for autonomy and even independence. In the late 1990s a series of negotiations resulted in the signing of the Bougainville Peace Agreement (BPA) (2001). According to the BPA, and following the establishment of an Autonomous Bougainville Government (ABG) in 2005, a referendum on the political status of the Autonomous Region of Bougainville (ARB) is scheduled to take place between 2015 and 2020, following the achievement of two conditions: the completion of weapons disposal and good governance.

With only a few years left to ensure that the enabling environment for a referendum is established, the ABG and the PNG Government are increasing their efforts to undertake the preparatory steps. However, the relationship between the ABG and the PNG Government is challenging, and the level of joint dialogue and collaboration is weak. This has significantly affected progress in the implementation of the peace agreement and preparations for the referendum. Within this context and the importance to prevent the potential resurgence of tensions within Bougainville and between the ABG and the PNG Government, it is a UN priority to strengthen its support to this process. As a result, support from the UN Peacebuilding Fund has been mobilized until at least 2017, to support political dialogue, awareness raising and communication, as well as social cohesion and community security. Additional support will focus on supporting and drawing lessons from the 2015 Presidential Elections in Bougainville.

The Project Office will therefore have to be ‘fit for purpose’ to deliver on these politically sensitive issues. Under the leadership and coordination of UNDP, the Sub-Office is share with other UN agencies, namely UN Women and IOM. It also serves as a hub for missions of other UN agencies coming in from the nation’s capital Port Moresby.

Under the guidance and supervision of the Head of Sub-Office (primary reporting line) in matrix management with the Country Office Operations Manager (secondary reporting line), the Operations Analyst acts as an advisor to the Head of the Sub-Office on all aspects of management and operations in the Sub-Office (SO). The Operations Analyst is responsible for financial and human resources management, efficient procurement and logistical services, provision of ICT and other administrative services. The Operations Analyst ensures consistent services delivery to Sub-Office (SO) and UNDP programmes and projects. The incumbent implements policies and methods to maximize the SO 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 leads and guides the SO Operations Team and fosters collaboration within the team and with other UN Agencies consistent with rules and a client-oriented approach. The Operations Analyst works in close collaboration with programme and project teams in the SO, operations staff in other UN Agencies, and Government officials to successfully deliver operations services.

Duties and Responsibilities

As a member of the SO management team, ensures the strategic direction of operations focusing on achievement of the following results:

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 SO operational support by provision of advice on strategies, policies and plans affecting SO operations based on business principles;
Establishes collaborative arrangements with potential partners for resources mobilization purposes and appropriate operational partnership arrangements;
Under the guidance of the DCD responsible for SO business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, 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 SO, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.

Ensures effective and accurate Financial Resources Management, strategic Human Resources management, efficient Procurement and 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);
Proper management of the contributions management business process and accounting for contributions to ensure that the money due to UNDP is properly identified, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation;
Organization and oversight of SO cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site;
Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff of the results of the investigation when satisfactory answers are not obtained;
Ensures the financial integrity of the SO through appropriate controls and reporting structures; manages the SO audit exercise; follow up on necessary training and orientation;
Ensures cost-recovery system for the services provided by the SO to projects or other agencies;
All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.

Human Resources Management

SO compliance with corporate human resources policies and strategies;
Ensures optimal staffing of the sub-office and projects;
Oversight of recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contract management, OM performing the functions of HR Manager in ATLAS;
Ensures maintenance of the proper performance management and staff development systems;
Reviews training needs for SO staff, develops a training plan and makes recommendations to Management for its implementation taking into consideration resources available.

Procurement and Logistical Services

SO compliance with corporate rules and regulations in the field and management of the SO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;
Management of the SO 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, OM 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 Sub-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 SO’s assets.

Ensures forward-looking information and communication management and supervision of ICT Team focusing on achievement of the following results:

Maintains 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;
Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability;
Promotion of different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system, etc;
Identify office technology needs and oversee maintenance of equipment, software and systems.

Management of UN common premises of the Sub-Office, and establishment and maintenance of partnerships with other UN Agencies at the field level

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.

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 Sub-Office staff and premises, in particular, supports the implementation of UNDP MOSS/MORSS compliance;
Administers the staff security arrangements and provisions.

Competencies

Building Partnerships

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.

Promoting Organizational Learning and Knowledge Sharing

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.

Job Knowledge/Technical Expertise

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.

Promoting Organizational Change and Development

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

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

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

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.

UNDP Certification programmes Prince2, Procurement, HR, Accounting and Finance.

Required Skills and Experience

Education:

Bachelor’s degree in Business Administration, Public Administration, Finance, information, systems administration or related field.

Experience:

Minimum 3 years of relevant experience (years of experience depending on the grade) in providing operational management services, including staff oversight;
Strong understanding in the usage of computers and office software packages and in handling of web-based operations management systems;
Demonstrates creativity and innovation capacity, providing advice on opportunities to increase programme and operations nexus and efficiency;
Previous experience of working with government, non-governmental institutions and international organizations is desirable;
Excellent interpersonal skills, including ability to establish strong cooperative relationships with government officials, civil society and other relevant stakeholders;
Experience in the usage of computers and office software packages, experience in handling of web based management systems ERP systems, preferably Atlas (PeopleSoft);
Experience of accrual accounting, IPSAS or IFRS, as well as UN Common Services Management is highly desirable.

Language requirements:

Fluency in English.