Background

Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

Office/Unit/Project Description 

The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at headquarters, regional, and country offices, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.

In order to streamline its financial and investment engagement, UNDP launched the Sustainable Finance Hub (SFH), a finance and innovation platform, that draws on a critical mass of UNDP expertise, initiatives, and partnerships to support the mobilization and leveraging of resources for the SDGs and lead the implementation of the new UNDP private sector strategy and other initiatives. The Hub is an integral part of both Bureau for Policy and Programme Support (BPPS) and the Bureau of External Relations and Advocacy (BERA), as well as part of the GPN. The Hub serves as a connector, broker and global coordinator among internal and external actors; curates and manages UNDP’s catalogue of service offers on SDG financing to governments, investors and companies, via the COs, to significantly enhance the scale and impact of UNDP’s work.

Please visit the Sustainable Finance Hub website for more information.

The United Nations Office for the Coordination of Humanitarian Affairs (OCHA) is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort. With its partners, OCHA contributes to principled and effective humanitarian response through coordination, advocacy, policy, information management and humanitarian financing tools and services. OCHA’s country and regional offices are responsible for delivering the core functions in the field by leveraging functional expertise throughout the organization.

Please visit the OCHA website for more information.

The Connecting Business initiative (CBi) was established by OCHA and UNDP to support strategic engagement between the United Nations and the private sector before, during, and after emergencies. CBi is dedicated to helping businesses prepare for, respond to, and recover from disasters and effectively engage with the United Nations and the broader international humanitarian and development systems.

Please visit the CBi website for more information.

Being a part of the Connecting Business initiative Team, the Project Analyst will be responsible for the coordination and implementation of project procurement, travel and HR management strategies; financial and budgetary management; organization of meetings and events; compilation and maintenance of project records; supporting partnership development; project reporting exercises; and other related duties as may be required by the Supervisor.

Scope of Work

The Project Operations Analyst will be responsible for the performance of the following duties and responsibilities:

Provision of Effective Procurement Service 

• Guide and support project procurement planning and ensure timely and quality submission of inputs to BPPS Procurement portal.
• Guide and support procurement processes including preparation of RFQ/RFPs, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• Support preparation of Purchase orders (PO) and contracts in Quantum.
• Collect and verify necessary information for update / creation of Supplier profiles in Quantum.
• Contribute to the preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Support preparation, dispatching and closure of Purchase Orders and undertaking timely corrective actions on POs with budget check errors and other problems.
• Maintain data on all procurement contracts and take timely actions for the renewals.
• Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control; proper functioning of a client-oriented procurement management system.

Ensure Finance and Budget Management:

• Maintain project shadow budget and commitments and produce quality financial reports for the CBi Programme Coordinator as may be required.
• Review project revenue and expenditures, monitor budget implementation, prepare, and enter project budget revisions as may be needed.
• Ensure timely preparation and submission of requests for payment.
• Prepare financial authorizations to enable financial transfers/allocations, provision of COAs, or other actions as needed to ensure smooth allocation/funds deployment processes.
• Facilitate clearance process for funding agreements, ensure full compliance with the corporately approved templates, and submit requests for new funds to GSSC.
• Periodically review project accounts and take corrective actions and resolve issues on exceptional transactions, including budget errors.
• Provide financial inputs for donor reports using relevant financial information from ERP.
• Keep up to date with new releases vis-à-vis UNDP regulations, and exchange information.

Ensure Effective Project Management and Coordination:

• Contribute to the corporate planning, monitoring, and reporting exercises as may be required.
• Contribute to the project’s knowledge management, strategic communications and partnership development efforts as may be required.
• Draft partnership agreements (MoUs, Development Services Agreements, Responsible Party Agreements, Low-Value Grants, etc.) and liaise with counterparts and relevant UNDP teams (e.g. the Legal Support Office, GPN Joint Directorate, BERA, OFRM, and BPPS Operations) to obtain necessary clearances and signatures.
• Prepare information for the CBi audit and provide follow-up/support to the implementation of audit recommendations as may be needed.
• Follow the established filing and archiving standards and procedures for CBi / SFH; organize, update and maintain all project/programme-related documents.
• Ensure proper digital filing of all CBi documents that must be retained in support of corporate policies.

Coordinate Travel and General Administration: 

• Coordinate and process the official mission travel requests for CBi team members and external participants, including timely submission of Travel Requests and Travel Claims.
• Liaising with travel agencies on ticket reservations, issuance, amendment and cancellation.
• Coordinate with the SFH Project Management Support Team/IRH/GSSC on travel reconciliations.
• Guide CBi staff, personnel, and other stakeholders on applicable UNDP travel policies, practices and procedures.
• Serve as a primary internal focal point for the organization of meetings, workshops, trainings, conferences, retreats and any other special events organized by CBi.

Coordinate Human Resources Management Related Services. 

• Support recruitment and onboarding of CBi local and international personnel, including submission of relevant documentation for creation of new positions, set-up interview processes and prepare interview reports, run reference checks and follow-up with GSSC on ongoing recruitment cases as may be needed.
• Coordinate timely extension and separation processes for CBi local and international personnel and ensuring timely submission of necessary forms and documentation to relevant UNDP teams.
• Manage recruitment of CBi interns and volunteers: draft TORs, request approvals, submit to OHR for posting, coordinate shortlisting, evaluation, and onboarding processes.
• Regularly monitor budget availability for the existing and new CBi positions and ensure timely submission of requests for COA modifications as may be required.

The incumbent may also perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Project Operations Analyst will work under the direct supervision of the CBi Programme Coordinator and in close collaboration with the SFH Project Management Support Team.

Expected Demonstration of Competencies

Core Competencies

Achieve Results:  LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:  LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:  LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:  LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible  

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:  LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion  LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination  

Required Education, Experience, Skills and Competencies

Minimum Education requirements

Advanced university degree (master’s degree or equivalent) in Economics, Management, Finance, Business/Public Administration, or other related area is required.

OR

A first-level university degree (bachelor’s degree) in the above-mentioned field of study, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Minimum years of relevant work experience

Applicants with Master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience.

Applicants with a bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional experience in operations, programme support and/or project management.

Required skills 

Experience in the use of computers, IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages is required.

Desired skills in addition to the competencies covered in the Competencies section

• Experience in supporting procurement processes within the UN system is highly desirable.
• Experience in event management and travel arrangements is desirable.
• Experience in project budget management and reporting is highly desirable.
• Experience in handling ERP systems is an asset.
• Experience with human resources and payroll management is highly desirable.

Required Language (s): 

Fluency in written and spoken English is required.

Disclaimer

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience, and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements