Background

Under the overall guidance the Resident Representative and the direct supervision of the Deputy Resident Representative (P/O), the Operations Analyst manages the overall operational activities of the Country Office (CO) and supervises the operation team with required responsibilities of effective and efficient operational services. The Operation Analyst acts as an advisor to Senior Management on all aspects of the CO Operational activities.

The Operation Analyst (OA) will have a strategic oversight of the Djibouti CO operations activities including budget and finance management, procurement, general administration and common services, implementation of UNDP security plans in collaboration with the DRR (P/O) and direct responsibility of the most strategic HR and learning plans and policies.

The OA will promote a collaborative, client-focused, quality and results-oriented approach in the Unit. She/He ensures the smooth functioning of the CO/programmes/project operations, as well as the consistent delivery of services, performing ongoing analysis and readjustment of the operations taking into account emerging needs and changes in the UNDP office.

The OA works in close collaboration with the Senior Management Team, the Operations and Programme team, HQs and Regional Centre staff, government counterparts and other UN agencies to ensure the successful and efficient implementation of set operational policies, methods, procedures and audit recommendations to maximize the CO performance in operations

The key results have an impact on the overall economy, efficiency, and effectiveness of CO operations as it relates to the use of corporate resources in the following areas:
  • Operational efficiency and effectiveness;
  • Financial services;
  • Human Resources;
  • Procurement, general administration and logistical services;
  • Common Services and the implementation of the UN agenda on common services and joint procurement;
  • Security of UNDP staff and premises.

Duties and Responsibilities

Summary of key functions:

  • Implementation of operational strategies and provide strategic advices to Senior Management Team;
  • Guidance on financial processes and supervision of finance staff;
  • Management of HR policies and processes (internal and projects) and supervision of HR staff;
  • Management of procurement, general administration and logistical services and supervision of respective staff;
  • Support to common services organization and management, and collaboration in the establishment of partnerships with other UN Agencies and chairmanship of the OMT as requested by UNCT/RR;
  • Ensure implementation of CO security plans and measures in close collaboration with the DRR (P/O).

Ensures the elaboration and implementation of efficient and mainstreamed 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 (Balanced Scorecards-BSC), office budget (Integrated Work Plan-IWP), and monitoring of achievement of results;
  • Manages collaboration arrangements with current and potential partners, and client relationship management system for resource mobilization and cost recovery purposes and appropriate operational partnership arrangements;
  • Analyzes CO business processes mapping and operating environment and contributes to internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Common Services, Logistical and General Administration services;
  • Monitoring timely readjustment of the operations in collaboration with HQs and Regional Centre, and provides inputs on legal considerations and risk assessment;
  • Facilitation of knowledge building and sharing with regards to operations processes in the CO, highlighting lessons learnt/best practices, and contributions to UNDP knowledge networks.

Guides budgetary and financial processes for the CO focusing on achievement of the following results:

  •  Ensures proper planning, expenditures tracking and audit of budgetary and financial resources in accordance with UNDP rules and regulations; Accurate planning, forecasting and reporting on core, non-core and management budget and on extra-budgetary income;
  • Performance of Manager Level 2 role in Atlas for voucher and Treasury transactions approvals, bank reconciliation. Approval of pending disbursements as the “third authority” (checks, bank transfers, EFT);
  • Approval of bank reconciliations;
  • Management of the cost-recovery mechanisms for CO services provided to projects and UN Agencies, including ensuring the preparation of proforma invoices for UN agencies;
  • 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;
  • Oversight of CO cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management;
  • Timely accounting and reconciliation of all entified, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation;
  • 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.

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

  • Ensures CO compliance with corporate human resources policies and strategie;
  • Ensure CO recruitment processes and performance management systems follow UNDP HR rules and procedures;
  • Oversight of timely recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management, performing the function of HR Manager in Atlas;
  • Ensure contract management of UNV (national and international);
  • Oversight the establishment of proper performance management and staff development systems and ensure the development and implementation of the CO learning plan;
  • Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results: Participation in the organization and conduct of training for operations/programme staff on HR issues; Sound contributions to knowledge networks and communities of practice.

Manages and guides procurement, General Administration and logistical services focusing on achievement of the following results:                                      

  •  Ensures CO compliance with corporate rules and regulations of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;
  • Ensures elaboration and implementation of the CO contract strategy including tendering processes and evaluation, guiding the management of contracts and contractor and legal implications;
  • Oversights procurement processes, general administration and logistical services including CO pouch, in accordance with UNDP rules and regulations, acting as Senior Manager in Atlas for Purchase orders approvals;
  • Ensures 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.

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

  • Ensures the establishment of common services, and maintenance of coordinating machinery to ensure integrated activities on common services with other UN agencies, in line with the UN reform and the latest development in common services and best practices;
  • Ensures strategic approach for implementation of common services in line with the latest developments in common services and the best practices;
  • Proper planning and tracking of common services budget and of Agencies contributions to the common services account;
  • Represent UNDP in the inter agency Operations Management Team (OMT) and chair it as required.

Work closely with and Support the DRR (P/O) to ensure security of UNDP staff and premises in particular:

  • Supports the implementation of UNDP MOSS/MORSS compliance and other CO security plans and measures including the development and monitoring of the CO Business Continuity Plan (BCP);
  • While keeping a close link with UNDSS, support the efficient implementation in UNDP of security measures agreed in the SMT and for compliance with security policy.

Competencies

Corporate Competencies:

  • Demonstrates integrity by modeling the UN’s values and ethical standards;
  • Promotes the vision, mission, and strategic goals of UNDP;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Treats all people fairly without favoritism.
Functional Competencies:
 
Building Strategic Partnerships
  • 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 partner.
 Promoting Organizational Learning and Knowledge Sharing
  • Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things;
  • Identifies and communicates opportunities to promote learning and knowledge sharing.
Job Knowledge/Technical Expertise
  • 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.
 PromotingOrganizationalChange andDevelopment
  • 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.
Client Orientation
  • 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

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

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.

Required Skills and Experience

Education:
  • Master’s Degree or equivalent in Business Administration;
  • First level university degree in combination with Public Administration, Finance, Economics or related field; with at least 2 years of continuous relevant experiences;
  • UNDP Certification programmes Prince2, Procurement, HR, Accounting and Finance, Security certifications.
Experience:
  • No experience require with Master Degree;
  • At least 2 years with Bachelor of relevant experience at the national or international level in providing management;
  • advisory services and/or managing staff and operational systems;
  • Establishing inter-relationships among international organization and national governments.
Language:
  • Fluency in French;
  • At least one national language of the duty station;
  • Knowledge of English is an asset.