Operations Analyst

Job title:

Operations Analyst

Company

United Nations Development Programme

Job description

Under the guidance and supervision of the Business Operations Lead at the CDO the Operations Analyst provides functional support to the office in OperationsThe incumbent is required to provide operations-related services which includes the following:

• Effective management of Procurement and Contracts

• Responsible for development, publication and management of solicitation documents, clarification of bidder’s enquiries, receipt and evaluation of offers and submission of cases for UNDP contract committee review.
• Conduct procurement processes in response to specific needs, if requested; Communicates outcome of procurement processes to stakeholders.
• Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB, Individual Consultants or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation
• Proactive Management of procurement contracts. Preparation and submission of procurement cases to the relevant procurement oversight committee
• Managing strategic procurement activities including sourcing strategy, supplier selection and evaluation, quality management, monitoring & control and performance measurement, while ensuring all vendor/supplier payments are processed efficiently.
• Implementation of internal control systems which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Implement and monitor the purchase order process, ensuring that deliverables are received, payments are made, and closures are completed in a timely and efficient manner, in accordance with organizational procurement guidelines.

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

• Full compliance of procurement, HR, Financial and administrative activities with UNDP rules, regulations, policies and strategies; implementation of effective internal control, proper design and functioning of a client/oriented procurement management system.
• Actively involved in business process mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows within CDO team and with external stakeholders.
• Supporting People Operations function of CDO team as needed
• Analyze operational data to identify trends, efficiencies, and areas for improvement, prepare regular reports on operational metrics and performance indicators, and support decision-making by providing accurate and timely data and analysis.

3. Ensure effective and efficient implementation of administrative services and operational strategies:

• Organize duty travel for CDO team, advise CO on travel of CDO members as needed and monitor and report all travel cases until closure (pre and post travel information and payments).
• Collaborate with CDO operations team in recruitment processed as needed.
• Organize visas, ground passes, relocation for CDO team members including the providing guidance to CDO team in application for visa, UN certificates, and UNLP.
• Administer the CDO’s corporate credit card, accurately maintain logbook, coordinate purchases for licensing and subscriptions of digital products and services for CDO.
• Ensure timely response to the identified bottlenecks and operational issues.
• Events management and coordination of necessary logistical services with outsourced support, arrangements for visa issuance, hotel reservations, transportations

4. Facilitate knowledge and capacity building, knowledge sharing and advocacy relevant to the assigned thematic area(s).

• Identify, synthesize and document best practices and lessons learned that are generated from the project and implementing partners.
• Participate in and ensure sound contributions to knowledge networks and communities of practice on project related issues. Support establishment of knowledge platforms for the project, facilitate innovative mechanisms for dissemination of knowledge from the project, and develop knowledge.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.Institutional ArrangementThe Oeprations Analyst will report to the Operations Lead within Chief Digital OfficeCompetenciesCore
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 discriminationCross-Functional & Technical competencies Thematic Area Name Definition
Procurement Procurement management The ability to acquire goods, services or works from an outside external source
Digital & InnovationTransformation in developing.organizationsKnowledge of re-designing processes and leadingprojects that involve development issues
Digital & Innovation Data storytelling and communicationsSkilled in building a narrative around a set of data andits accompanying visualizations to help convey themeaning of that data in a powerful and compellingfashion
Business Management Operations Management Ability to effectively plan, organize, and oversee the organisation business processes in order to convert its assets into the best results in the most efficient manner.
Procurement Strategic sourcingKnowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations.Administration & Operations Travel policy and proceduresKnowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative.circulars and financial regulations and rules on travel-related mattersBusiness 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 systemRequired Skills and ExperienceEducation:

• Advanced university degree (master’s degree, or equivalent), in Business Administration, International Business Public Administration, Procurement or related field is required or
• A first-level university degree (bachelor’s degree) in the areas mentioned above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience:

• A minimum of 2 years (with master’s degree) or 4 years (with bachelor’s degree) of relevant experience in operations, procurement at the national or international level
• Experience and knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations.
• Work experience in the use of ERP system and CRMs (Oracle Fusion, Service Now, etc.

Required skills:

• Demonstrated ability to build strong and sustainable relationships and capability to interact at all levels within the organization.
• Demonstrated leadership ability and record of impact in high-intensity, team-based environments.

Desired skills:

• Demonstrated experience in exercising the highest level of responsibility and be able to handle confidential and politically sensitive issues in a responsible and mature manner.
• Demonstrated experience in managing procurement oversight cases within the UN system.
• Experience in working in multicultural global environment is advantage.
• Previous Operations experience with UN System is desirable.

Required language:

• Fluency in English is required.
• Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.

Travel:UNDP will cover the cost of travel of the individual to the duty station, as well as their return to their home upon completion of their services. Travel costs are covered only in the event that the function will be undertaken physically in the duty station and excludes working from home arrangements.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

Fri, 17 May 2024 05:03:34 GMT

To help us track our recruitment effort, please indicate in your email/cover letter where (un-jobs.net) you saw this job posting.