UNDP Jobs - 63435- Re-advertisement

Re-advertisement - Operations Associate

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

02-May-2016

Application Deadline :

19-Apr-16 (Midnight New York, USA)

Post Level :

GS-7

Duration of Initial Contract :

One year

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

This is a re-advertisement with changes to the language requirements.

Under the overall guidance and direct supervision of the Operations Advisor, the Operations Associate is responsible for providing support to the supervisor in ensuring the highest efficiency of operational services, the provision of accurate, thoroughly researched and documented information, transparent utilization of various resources and management of RBLAC units/teams in resource management and administration. He/she analyzes and interprets the rules and regulations and provides solutions to a wide spectrum of complex operational issues.

The Operations Associate promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations.

Duties and Responsibilities

Ensures implementation of the strategic direction of RBLAC operations as per the guidance from the Operations Advisor, 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 and monitoring of achievement of results;
Follow-up on established collaborate arrangements with partners, a client relationship management system for quality and efficiency purposes and appropriate operational partnership arrangements;
RBLAC business processes mapping and implementation of internal Standard Operating Procedures (SOPs) in various operational areas;
Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on efficiency and compliance considerations and risk assessment;
Back-stopping Operations Advisor during his/her absence.

Provides support to effective and accurate financial resources management, focusing on achievement of the following results:

Assist the oversight of regional budgetary performance at aggregate level focusing on managerial efficiency, compliance and financial sustainability. Support proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations;
Provision of support to 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;
Provision of support to the management of all financial resources (both management and development projects) through planning, guiding, monitoring and controlling of the resources in accordance with UNDP rules and regulations;
Preparation and monitoring of projects’ budgets in Atlas, XB monitoring table, IPSAS dashboard focal point;
Organization of cost-recovery mechanisms for RBLAC services provided to projects and UN Agencies, including ensuring preparation of proforma invoices for UN agencies;
Assistance to the organization and oversight of RBLAC 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;
Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ of the results of the investigation when satisfactory answers are not obtained;
If needed and envisaged by RBLAC: member of bank signatory panel and may have Atlas approval rights;
Transaction and stop payment approval on internet banking system;
All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures;
Support preparation of financial reports to the senior management for strategic orientation and advice.

Performs efficient operations portfolio planning and administration, focusing on achievement of the following results:

Organization, direction and supervision of all administrative, financial and logistical activities of the projects under her/his responsibilities;
Assistance in the preparation of project documents for submission to Senior Management, coordinating inputs from different parties and preparing the documentation for committee’s considerations;
Assistance in the management of all aspects of project implementation, monitoring the progress for all projects under his/her responsibility, anticipating operational and financial problems and taking preemptive actions;
Drafting of project budgets and revisions and other project-related documents in consultation with supervisor and clients and entering data in appropriate software;
Preparation and submission the authorization to projects managers and country offices to undertake project-related activities and incur expenditures, monitoring expenditures and advising funding agencies on budget status;
Ensuring proper and punctual procurement of goods and services; requesting quotations, examining cost estimate, evaluating cost effectiveness of pricing. Active follow-up from procurement to delivery;
Ensuring punctual recruitment of consultants/experts. Processing of all administrative requirements and follow-up to completion.

Sound contributions to regional management practice activities and facilitation of knowledge building and sharing focusing on achievement of the following results:

Support the organization of trainings for the operations/ projects staff within RBLAC and if needed for Country Offices;
Synthesis of lessons learned and best practices;
Review and comment SOP and business processes;
Sound contributions to knowledge networks and communities of practice;
Integrate/aggregate results from country and regional programmes to inform strategic decision making, obtain CO buy-in on regional priorities.

Impact of Results

The key results have an impact on the overall efficiency in programme and success in implementation of programme strategies. Accurate analysis and presentation of information enhances UNDP position as a strong development partner. The information provided facilitates decision making of the management.

Competencies

Functional Competencies:

Building Partnerships

Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives;
Maintains databases of donor information;
Tracks and reports on mobilized resources.

Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

Researches best practices and poses new, more effective ways of doing things;
Documents innovative strategies and new approaches;
Identifies and communicates opportunities to promote learning and knowledge sharing;
Develops awareness of the various internal/external learning and knowledge-sharing resources.

Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position;
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
Identifies new and better approaches to work processes and incorporates same in own work;
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;
Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments.

Promoting Organizational Change and Development

Presentation of information on best practices in organizational change

Documents ‘best practices’ in organizational change and development within and outside the UN system;
Demonstrates ability to identify problems and proposes solutions;
Documents processes to support change initiatives Gathers and analyses feedback from staff.

Design And Implementation of Management Systems

Data gathering and implementation of management systems

Uses information/databases/other management systems;
Provide inputs to the development of simple system components;
Makes recommendations related to work procedures and implementation of management systems.

Client Orientation

Maintains effective client relationships

Reports to internal and external clients in a timely 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;
Responds to client needs promptly.

Promoting Accountability and Results-Based Management

Gathering and disseminating information

Gathers and disseminates information on best practice in accountability and results-based management systems;
Prepares timely inputs to reports;
Maintains databases.

Core Competencies:

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.

Required Skills and Experience

Education:

Secondary Education, preferably with specialized certification in Accounting and Finance;
University Degree in Business or Public Administration, Economics, Political or Social Sciences would be desirable, but it is not a requirement;
Prince2 and Procurement Level 1 certifications are required.

Experience:

A minimum of 7 years of progressively responsible experience in similar relevant position including direct experience in managing projects and working directly with clients, with at least 5 years of this experience with UNDP and/or the UN system.
Experience in the use of computers and office software packages (MS Word, Excel, ATLAS, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language requirements:

Fluency in English, both oral and written, is required, knowledge of Spanish is desirable;
Working knowledge of other UN official language is an asset.

Other:

Passing the UN Clerical or ASAT Examination is a requirement.