Management Analyst, P2 UNCDF FMS, New York, USA – Temporary Appointment

Job title:

Management Analyst, P2 UNCDF FMS, New York, USA – Temporary Appointment

Company

United Nations Development Programme

Job description

1.) Ensure Effective Administration and implementation of operational strategies.

• Full compliance of operational activities with UN/UNCDF rules, regulations, policies, and strategies.
• Implementation of effective internal control, and proper functioning of a client-oriented system.
• Elaboration of proposals and implementation of cost-saving and reduction strategies in consultation with the Operation Specialist.
• Overseeing day-to-day administrative activities such as managing mails and correspondences, maintaining office supplies, and ensuring the smooth running of office equipment and assets.
• Provision of researched information and implementation of contract strategy and strategic procurement, including tendering processes, evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.
• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

2.) Ensure provision of effective coordination of the procurement process in HQ and the field offices.

• Coordinate the preparation of procurement plans for the Practice areas including the Alliance Secretariat and monitor its implementation.
• Organize the procurement processes including preparation and conduct of RFPs or RFQs, receipt of quotations, bids, or proposals, coordinate the evaluation process, and negotiation of certain conditions of contracts in full compliance with UNDP/UNCDF rules and regulations.
• Review of procurement processes conducted by the Alliance team; submissions to the Contract, Asset, and Procurement Committee (CAP) and/or Advisory Committee on Procurement (ACP) as required.
• Implement the internal control system which ensures purchase orders are duly prepared and dispatched.
• Perform the role of a buyer in Quantum for procuring goods and services, which entails driving and coordinating the Sourcing process of procurement.
• Timely corrective actions on POs with budget check errors and other problems.
• Use and application of Quantum Negotiation in accordance with UNDP/UNCDF procurement policies.

3.) Coordinate logistical and travel management in field offices and HQ.

• Coordinate quarterly travel planning and ad hoc travels.
• Management of travel requests and travel-related transactions while ensuring compliance with UNCDF/UNDP Travel policies such as preparing flight reservations, visa applications, security clearances, conference registration, etc..
• Ensure mission travels comply with UNDP/UNCDF guidelines and procedures. Facilitate and manage all approval processes.
• Provide guidance on all travel-related matters.
• Conduct reconciliation of travel and expense reports.
• Manage communication with the clients.
• Track event budget/expenditures.

4.) Ensure effective management of financial and programme resources.

• Provide programme and finance support and ensure full compliance with the UNCDF operational framework in line with the UNCDF/UNDP rules, regulations, and policies.
• Provide guidance to Practice Areas including BTCA to resolve questions related to budgets exception.
• Follow up and review invoice from vendors and grant recipients according to the contracts.
• Create receipt, compile all supporting documents, and submit payment request to Finance Unit.
• Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues.
• Reconciliation of the Corporate Purchasing card account.
• Provide guidance to Programme Associates and Assistants on budget revision in Quantum.
• Upload and manage supporting documents for all transactions for auditing purposes.
• Support with audits and end year closing activities.

5.) Facilitate knowledge building and knowledge sharing.

• Provide sound contributions to knowledge networks, communities of practice, and digital knowledge platforms.
• Organize training for the operations/ projects staff on programme related matters in assigned areas.

CompetenciesCore Competencies:Achieve Results
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineThink Innovatively
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvementsLearn Continuously
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedbackAdapt with Agility
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexibleAct with Determination
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confidentEngage and Partner
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationshipsEnable Diversity and Inclusion
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discriminationCross-Functional & Technical competencies (insert up to 7 competencies)Business Direction & Strategy: System Thinking

• Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Business Management: Risk Management

• Ability to identify and organize action around mitigating and proactively managing risks.

Business Management: Portfolio Management

• Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment.

Business Management: Communication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Business Management: Operations Management

• Ability to plan, organize and oversee the organization’s business processes in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanisms.

Procurement: Contract Management

• Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Finance: Financial Planning and Budgeting

• Ability to create and manage processes to achieve UNCDF’s long and short-term financial goals, including through planning, budgeting, forecasting, analyzing and reporting.

Required Skills and ExperienceEducation:

• Advanced university degree (master’s degree or equivalent) preferably in Business Administration, Finance, Economic or related field. Or
• A first-level university degree (bachelor’s degree) in the areas stated above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree
• CIPS level 3 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year

Experience:

• Minimum two (2) years (with master’s degree) or 4 years (with bachelor’s degree) of progressively responsible procurement and administrative experience is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Advanced knowledge of automated procurement systems along with experience in handling of web-based management systems is desirable.
• Experience in procurement management in field offices (i.e. any UN country office or regional offices) is desirable.
• Experience and knowledge of UN/UNDP travel policies is considered is a plus.

Language Requirements:

• Fluency in both written and spoken English is required.
• Working knowledge of other UN languages is desired.

DisclaimerUnder US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Expected salary

Location

New York

Job date

Mon, 10 Jun 2024 01:06:43 GMT

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