Operations Analyst

Job title:

Operations Analyst

Company

United Nations Development Programme

Job description

Ensures implementation of operational strategies, and adapts processes and procedures focusing on achievement of the following results:

• Full compliance of operational activities, such as procurement and human resources processes and financial recording/reporting system with UN/UNDP rules, regulations, policies and strategies.
• Implementation of the IEO Directorate approved internal control framework, including a proper design, and functioning of the financial resources management system.
• IEO regional sub-offices finance and procurement business processes mapping and needed adjustments of the internal Standard Operating Procedures (SOP) to reflect processes outside HQ.
• Leading IEO SOP periodic update to reflect Management Team-approved adjustments to the operational strategies.
• Coordination of the IEO Operational Team, working together with the Chief of Section, Operations to secure backups, adequate workload balance across the Team and fluid coordination between operational functions.
• Contribution and implementation of cost-saving and cost-recovery strategies. Supervision of Assets and Inventory maintenance and reporting.
• Assist the Chief of Section, Operation, in creating and implementing the IEO Business Continuity Plan and annual exercise, as well as the fire warden system.

Ensures effective and accurate resources management and oversight, focusing on achievement of the following results:

• Continuous analysis and monitoring of the financial situation, including forecasts for all section projects in HQ and regional offices.
• Financial analysis and oversight for all resources managed by each section and provision of high-quality professional advice to the IEO management.
• Proper planning, expenditure tracking, and audit of the IEO allocated financial resources, including cost recovery income, in accordance with UNDP rules and regulations.
• Financial analysis of the UN Evaluation Group expenditures, monitoring the quarterly charge of the General Management Service (GMS) cost.
• Supervision of Office Supplies purchases and inventory.
• Supervision of Supplier management, including liaison with GSSC for approval.
• Timely identification and recording of receipts for income application and receipt accrual reporting.
• Timely and accurate review of corporate credit card reconciliation, including documented review of exceptions.
• Routinely monitors financial exception reports for unusual activities and transactions and investigates anomalies or unusual transactions. Inform the supervisor of the results of the investigation to escalate the situation when satisfactory answers are not obtained.
• Monitoring expenditures related to procurement processes, cleaning fully disbursed purchases to be closed, and checking that multiyear Purchase orders are fully received, paid, and closed.
• Work with the Chief of Section, Operations to implement personnel (FTA, TA, and PSA) recruitment and contracts extension as requested by IEO workstream.
• Work with the Chief of Section Operations to support the annual PMD exercise in terms of reporting and provide performance feedback for the IEO OT members.
• Assist the Chief of Section Operations in extracting reports from the Learning Management System to support learning compliance in the IEO.

Management of projects’ budgets and organization and functioning of the optimal cost-recovery system focusing on the achievement of the following results:

• Contribute to the elaboration of proposals for the planning of the IEO’s financial resources, particularly the regional offices, and implementation once approved, of required projects in Quantum.
• Preparing, monitoring, and adjusting budgets; regularly analyzing and reporting on budget approvals and the delivery situation through Power BI dashboard or ad-hoc report, working together with the Finances Associate.
• Establishment of projects’ budget preparation/modification monitoring system through the IEO Project Management Dashboard, control of budgetary status versus authorized spending limits (ASL) and budget delivery levels for each section.
• Follow-up with HQs and GSSC on Authorized Spending Limits by funds, and maintenance of General Ledger.
• Supervise the implementation of cost-recovery bills in Quantum for the services provided by the IEO, particularly to UNEG.

Ensures proper control of office accounts focusing on the achievement of the following results:

• Analysis and elaboration of proposals for the internal expenditures control system which ensures that invoices processed are matched and completed, transactions are correctly recorded and posted in ERP System; payrolls are correctly posted; multiyear POs, travel claims, and other entitlements are duly processed, and receipting of goods and services and establishment of accruals are properly done in compliance with IPSAS and UNDP policies and procedures.
• Control of accounts closure per quarter and annual basis, including regional offices.
• Identify timely corrective actions to clean budget check errors, match exceptions, and unapproved vouchers. Timely response to HQ requests to resolve financial data issues.
• Control of the Accounts Receivables for IEO projects, especially UNEG, and maintenance of General Ledger.
• 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 on the results of the investigation when satisfactory answers are not obtained.

Ensures facilitation of knowledge building and knowledge sharing in the MCO and guidance to all stakeholders on financial matters focusing on achievement of the following results:

• Lead the establishment of an agreed data structuring and denomination protocol for projects and transactions in the corporate systems SharePoint to facilitate data understanding and recovery when needed.
• Coordination or conduct of training for the IEO personnel on operational matters, including financial, travel, PPM and procurement management.
• Synthesis of lessons learned and operational best practices while supporting Evaluations, an integration to IEO SOP and templates.
• Sound contributions to knowledge networks and communities of practice.

CompetenciesCore:
Achieve Results:

• ​​Plans and monitors own work, pays attention to details, delivers quality work by deadline​.

Think Innovatively:

• ​​Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.

Learn Continuously:

• ​​Open minded and curious, shares knowledge, learns from mistakes, asks for feedback​.

Adapt with Agility:

• ​​Adapts to change, constructively handles ambiguity/uncertainty, is flexible.

Act with Determination:

• ​​Shows drive and motivation, able to deliver calmly in face of adversity, confident​.

Engage and Partner:

• Demonstrates compassion/understanding towards others, forms positive relationships​.

Enable Diversity and Inclusion:

• ​​Appreciate/respect differences, aware of unconscious bias, confront discrimination. ​

Cross-Functional & Technical:
Business Direction and Strategy:Strategic Thinking

• Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks, and opportunities, linking the vision to reality on the ground, and creating tangible solutions.
• Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight to model what future developments and possible ways forward look like for UNDP.

Effective decision making

• Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.

Finances:Budget Management

• Ability to support budgetary aspect of work planning process, drawing and management of team budgets.

Financial reporting and analysis

• Understands changes in regulatory, legal, and ethical frameworks and standards for financial reporting in the public sector.
• Ability to extract, evaluate financial data, derive relevant findings, and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring.
• Understands the benefits of integrated reporting, including non-financial resources such as human, social, and intellectual capital, and environmental and governance performance.

Procurement:Procurement Management

• The ability to acquire goods, services or works from an outside external source.

Business Management:Project Management

• Ability to plan, organize, prioritize, and control resources, procedures, and protocols to achieve specific goals.

Communication: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.

Required Skills and ExperienceEducation:

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

Experience:

• Up to 2 years (with master’s degree) or 2 years (with bachelor’s degree) of relevant experience at the national or international level in Business Administration or Public Administration or relevant related field is required.
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced
• knowledge of web-based management systems such as ERP is required
• Working experience in using web-based management systems is required.
• Familiarity with UNDP Enterprise Resources Planning system (ERP) system is advantageous.
• Previous experience with UNDP is desired
• Fluency in English is required.
• Working knowledge of other UN official languages is an advantage

Language:

• Fluency in English is required.
• Working knowledge of other UN official languages is an advantage.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.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

Sat, 20 Jul 2024 01:35:22 GMT

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