Project Operations Analyst

Office/Unit/Project Description   

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 HQ, Regional and Country Office levels, 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.

Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP's Strategic Plan. BPPS's staff provides technical advice to Country Offices, advocates for UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-private dialogues, government and civil society dialogues, and engages in UN inter-agency coordination in specific thematic areas. BPPS works closely with UNDP's Crisis Bureau (CB) to support emergency and crisis response. BPPS ensures that issues of risk are fully integrated into UNDP's development programmes. BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results-based management and performance monitoring with more effective and new ways of working.  BPPS supports UNDP and partners to be more innovative, knowledge and data-driven including in its programme support efforts.

UNDP has achieved significant progress in making gender equality and women’s empowerment integral to its work on human development. It’s Gender Equality Strategy 2022-2025 builds on the lessons of the previous strategies and established as the main goal to help governments to shift systems and power structures that generate gender inequalities and women’s disempowerment. It will work through its six signature solutions on poverty and inequality, governance, resilience, environment, energy and gender equality; and promote integrated approaches in each thematic area, stronger investments in data and analysis, the implementation of innovative solutions to transform social norms, and stronger partnerships with UN agencies and with civil society. 

The Gender Team (BPPS) has the leading role in the implementation of the Gender Equality Strategy 2022-2025.  The Gender Equality Global Programme (GEGP) represents one of the key vehicles for the implementation of the Gender Equality Strategy. The ambition of this Programme is to contribute to achieve the following three outcomes, which are interconnected: Economies are inclusive, and women economically empowered; Governance systems and States capabilities deliver for gender equality; and A green transition is accelerated and contributes to gender equality. A fourth outcome of the Programme is focused on the structural changes within UNDP that are required to enable the delivery of results of the first three outcomes, namely: Organizational internal changes enable UNDP to deliver transformative results on gender equality.

Scope of Work 

The Project Operations Analyst, under the direct supervision of the Gender Specialist on Inclusive Economies and the Economic Empowerment of Women, will contribute to the timely implementation of the activities within the Gender Equality Global Programme (with special focus on Outcome 1). The incumbent will:

Ensure effective and accurate financial and budget management:

• Provide support in the preparation of project budgets and related financial reports for internal and external use.
• Periodically review project revenue and expenditures, monitor budget implementation, prepare, and enter project budget revisions, identify and resolve issues (e.g., budget errors), as may be needed.
• Prepare financial authorizations and/or delegation of authorities to enable financial transfers/allocations, provision of PTAEOs, 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.
• Ensure timely response to corporate requests including providing necessary financial inputs and resolve financial data issues.

Ensure planning and timely implementation of project related procurement processes:

• Support and advise project procurement planning, including the preparation, uploading and monitoring of the procurement plan. 
• Support in the implementation of procurement processes including drafting and preparation of technical specification / ToRs, issuing requisitions, support procurement cases (UNALL, CAP, ACP, among others), collecting information for the creation of supplier profiles and/or the issuance of PO/Contracts.
• Support preparation and issuance of payments to consultants and contractors.
• 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 effective internal control; proper functioning of a client- oriented procurement management system.

Ensure timely implementation of project related operational and/or administrative processes:

• Provide administrative support, including for the organization of meetings, workshops, training, round tables, and conferences, as needed.
• Prepare travel requests, travel claims and expense reports, as needed.
• Provide support in the management of project-related human resource processes, including recruitment, onboarding, extensions, terminations and updating of payroll information (PTAEO), as needed.
• Keep internal systems/tools to track operational requests updated.
• Draft correspondence concerning operations and administrative matters, as required.

Ensure facilitation of knowledge building and sharing:

• Keep the Gender Team abreast of new releases vis-vis UNDP policies and SOPs on financial, procurement and/or operational/administrative matters.
• Support the development and updating of step-by-step guidance notes regarding financial, procurement and/operational/administrative matters.
• Facilitate knowledge sharing and learning on financial, procurement and/or operational/administrative matters among Team members (e.g., ask me anything or troubleshooting sessions, training workshops, among others), as needed.
• Identify, synthesize and document best practices and lessons learned.
• Participate in and ensure sound contributions to knowledge networks and communities of practice on operational related issues.

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

Institutional Arrangement

The incumbent will report to the Gender Specialist and in close collaboration with the Gender Analyst on Inclusive Economies.

Competencies Core

• 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 

Cross-Functional & Technical competencies 

Thematic Area	Name	Definition
Business Management	Project Management	Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
Business Management	Operations Management	Ability to effectively plan, organize, and oversee the organizations’ business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.
Procurement	Procurement Management	The ability to acquire goods, services or works from an outside external source
Finance	Budget Management	Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
Administration & Operations	Events Management (including retreats, trainings and meetings)	Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Business Development	Knowledge Generation	Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations
Business Direction and 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

Minimum Qualifications of the Successful IPSA

Min. 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. 

Min. years of relevant work experience

• Applicants with a 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, project management and/or financial resources management is required.

Required skills 

• Experience in the use of computers, IT software packages and advanced knowledge of spreadsheet and database packages is required.
• Experience in handling web-based management systems and ERP systems, is required. 
• Experience in programme management, including planning, implementation, monitoring, and reporting of projects funded by global funds or international donors is required. 

Desired skills 

• Experience in supporting project planning, monitoring and reporting exercises is highly desirable.
• Experience in supporting procurement processes is highly desirable.
• Previous work experience with the UN system/UNDP is highly desirable.
• Experience in handling Quantum ERP system is a strong asset.
• Experience of working in global virtual teams and multi-cultural environments is a strong asset.
• Experience in supporting management of project-related human resource processes is an asset.

Required Language(s)

•   Fluency in English (written and spoken) is required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Scam alert

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