Background

Under the guidance of the DRR (O & P), the Operations Analyst provides strategic support to Senior Management on all operational processes and supervises the efficient provision of financial, human resources, procurement, administrative/logistical, ICT and UN common services consistent with UNDP rules and regulations. The main role is to supervise these operational practices in the CO, and ensure the smooth functioning of the CO/programmes/ projects operations, consistent services delivery and constant evaluation and readjustment of these operational areas to take into account changes in the operating environment as and when needed.

In supervising different operational practices s/he fosters collaboration within the teams. The incumbent collaborates with programme DAT staff in strong support of their activities and project staff. S/he liaises with operations staff in other UN Agencies, UNDP HQs staff and Government officials to successfully deliver operational services with a client-oriented approach.

Duties and Responsibilities

Summary of key functions:

• Implementation of operational strategies;
• Supervision of financial processes;
• Supervision of HR processes (internal and projects);
• Supervision of procurement and logistical processe;
• Supervision of Information and communication technologies services;
• Support to common services organization and management, and collaboration in the establishment of partnerships with other UN Agencies.

Ensures the elaboration and implementation of operational strategies focusing on the achievement of the following results:

• Full compliance of operations activities with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC), office budget (IWP), and monitoring of achievement of results;

• Supervises collaboration arrangements with current and potential partners, and client relationship management system for resource mobilization purposes and appropriate operational partnership arrangements;

• Reviews CO business processes mapping and operating environment and contributes to internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services;

• Monitoring timely readjustment of the operations, and provides inputs on legal considerations and risk assessment;

• Ensures facilitation of knowledge building and sharing with regards to operations processes in the CO, highlighting lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice;

• Supervises and approves ATLAS user profiles, ensuring total compliance with ICF.

Supervises and guides financial processes for the CO focusing on achievement of the following results:

• Implementation of proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations;

• Performance of Level 2 Approving Officer in Atlas for voucher and Treasury transactions approvals, bank reconciliation, etc. Approval of pending disbursements as the “third authority” (checks, bank transfers, EFT), approval of bank reconciliations;

• Management of cost-recovery mechanisms for CO services provided to projects and UN Agencies, including ensuring the preparation of proforma invoices for UN agencies;

• Organization and oversight of CO 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;

• Member of bank signatory panel. 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.

Supervises the implementation of human resources processes (internal and projects) focusing on achievement of the following results:

• CO compliance with corporate human resources policies and strategies;

• Optimal staffing of the office and projects;

• Timely recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management, OA performing the function of HR Manager in Atlas;

• Completion of proper performance management and staff development systems;

• Elaboration and Implementation of CO’s Learning Strategy.

Supervises and guides procurement and logistical services focusing on achievement of the following results:

• CO compliance with corporate rules and regulations in the field and contributes to the elaboration of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;

• Contributes to the elaboration of the CO contract strategy including tendering processes and evaluation, guiding the management of contracts and contractor and legal implications;

• Supervision of procurement processes and logistical services in accordance with UNDP rules and regulations, OA acting as Level 2 Approving officer in Atlas for Purchase orders approvals;

• Proper management of UNDP assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the CO’s assets.

Supervises the provision of information and communication technologies services focusing on achievement of the following results:

• Use of Atlas functionality for improved business results and improved client services;

• Analyzes and identifies opportunities to ameliorate business processes into web-based systems to enhance efficiency and accountability and ensure the maintenance of a secure, reliable ICT infrastructure environment and adequate planning for recoveries;

• Research and identification of systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system, etc.

Supports common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:

• Maintenance of coordinating machinery to assist in the implementation of activities on common services and implementation of the UN reform;

• Implementation of harmonized approach to common services management with analysis of requirements and elaboration of proposals on common services based on best operational practices;

• Proper planning and tracking of common services budget and of Agencies contributions to the common services account;

• Will be the focal point for all OMT related activities such as HACT, CO Audit, MOSS & MORSS and Common premises.

Competencies

Functional Competencies:

Building Strategic Partnerships

Maintaining a network of contacts

• Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues;
• Establishes and nurtures positive communication with partners.

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
• Identifies and communicates opportunities to promote learning and knowledge sharing

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;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• 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;
• Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives;
• Gathers and analyses feedback from staff.

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 priorities to meet their needs.;
• Anticipates client needs and addresses them promptly;
• Promoting Accountability and Results-Based Management.

Basic monitoring

• Gathers, analyzes and disseminates information on best practice in accountability and results-based management system.

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

Required Skills and Experience

Education:

• Master's Degree or equivalent in Business Adminsitration, Public Administration, Finance, Economics or related field.

Experience:

• 2 years of relevent experience at the national or international level in providing management support services and/or supervision of staff and operational systems and establishing inter-relationships among international organization and national governments.
• Experience in the usage of computers and office software packages, experience in handling  of web based management system and ERP systems, preferably PeopleSoft.

Language:

• Fluency in written and spoken English and the language of the duty station.

Qualified women are encouraged to apply.