Operations Analyst, New York, United States
Organization: UNDP - United Nations Development Programme
Country: United States
City: New York, USA
Office: UNDP New York, USA
Closing date: Saturday, 14 November 2020
Job ID: 33596
Practice Area - Job Family: Management
Vacancy End Date: (Midnight New York, USA) 14/11/2020
Duty Station: New York, United States
Education & Work Experience: G-Bachelor’s Level Degree - 4 year(s) experience, I-Master’s Level Degree - 2 year(s) experience
Vacancy Type: FTA International
Posting Type: Common System
Contract Duration: 1 Year with possibility for extension
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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.
Job Purpose and Organizational Context
Under the guidance of the Chief of Finance, the Operations Analyst manages the day-to-day operations activities of the office and supports the Senior Management Team in policy and analysis on all aspects of Office management and operations. This includes human resources management, efficient procurement and logistical services, travel, ICT, administration services and limited financial activities for the office, consistent with UNDP Financial Regulations and Rules, the UN Staff Regulations and the UNDP Program and Operations Policy and Procedures Manual.
The main role is to lead the small operations team and deliver the operations functions, to ensure the smooth functioning of the office, providing consistent, client-oriented service delivery and providing readjustment of the operations function due to changes in the organizational and operating environment as and when needed.
The Operations Analyst fosters collaboration within the operations team and the broader office, working closely with the staff from all units in the office including, Portfolio Management, Fund Secretariat teams, the Directorate, Finance, and operations staff in UNDP HQ Central Bureau to successfully deliver operations services.
Duties and Responsibilities
Under the overall guidance and direction of the Chief of Finance, the Operations Manager’s responsibilities will include the following main functions:
Contributes to the strategic direction of operations;
Supervises the Operations Team;
Office financial management;
Human Resources Management;
Efficient procurement and logistical services;
Information and communication management;
As the lead of the operations team, contributes to the strategic direction of operations focusing on achievement of the following results:
Acts as the expert on Regulations, Rules and Policies related to operations including the impact of operations on financial management and portfolio service delivery. This includes activities and decisions in UNDG fora with operations impacts, broader UNDS and UNDP corporate reforms, UNDP Financial Regulations and Rules, The UNDP and MPTFO internal control framework, UN Staff rules, and the UNDP Program and Operations Policy and Procedures Manual among others;
Ensures compliance of operations with UNDP regulations, rules and policies, implementation of corporate operational strategies, and achievement of operations results;
Proposes operations management targets and KPIs, the annual workplan and calendar for HR, procurement, administration and office (UNDP1) related finance processing deadlines and KPIs, in collaboration with the Finance Unit and clients to be served;
Establishes collaborative arrangements and networks with operational colleagues and appropriate operational arrangements within UNDP HQ;
Ensures MPTFO’s business continuity plan is up to date and implemented
Follows UNDP’s operations business processes in Human Resources Management, Procurement, Administration and ICT services in collaboration with finance where operations activities impact office financial management;
Provides regular knowledge building and training to clients with regards to operations in the office, synthesis of lessons learnt/best practices; and
Maintains the KM website for operations on the MPTF intranet.
1. Ensures strategic human resources management focusing on achievement of the following results:
Knowledge expert on all forms of human resource engagement and management, including recruitment and selection for staff, UNVs and interns and other resources through relevant contracting modalities, such as Non/Reimbursable Loan Agreements (NRLA/RLA), Secondments with donor and UN agencies, Junior Programme Officers (JPOs), Probono spouses, Full Term and Temporary Appointments (FTA/TA) and detail assignments;
Ensures the office complies with corporate human resource strategies and policies;
Liaises with OHR- HQ on people management strategy options including maintains an optimal staffing level for the office’s base structure for fund design and administration as well as for Fund Secretariats hosted by MPTF Office;
Remains aware and up to date of the financial impacts of HR processes, benefits and management on the office budget, including the use of proforma costs;
Oversight of recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management, performs the function of HR Manager in Atlas. Acts as the HR Secretary when required;
Oversight of the office’s Performance Management and staff development systems including leading the office Training and career development committee;
Reports to the Chief of Finance on the status of HR activities including contracts management, resourcing, Performance Management and training status. Ensure relevant HR information is up-to-date at all times. Influences and ensures compliance from staff on time critical activities;
Manages the on-boarding process for staff, including arranging meetings for relevant briefings and briefing on operations aspects; and
Routinely solicits feedback from staff on how to continue to support training and career development and ensures appropriate sessions are scheduled;
2. Ensures effective and accurate financial resources management as related to operations focusing on achievement of the following results:
Contributes to the development of the office budget; provides reports and analysis on the use of the office budget including commitments and expense projections;
Conducts oversight of post management in the office as linked to effective management of the office budget, and advises Fund Secretariats hosted by the office on managing timing and process of post extensions and separations within a project funded structure;
Oversees financial reviews of the Fund Secretariats and creates dialogue for course correction if necessary;
For the office only (UNDP1) oversees the timely processing of: income application through the DMS; purchase order and contract management and payment processing;
Conducts project reviews and ensures project owners align projects to ProDocs and approved budgets for UNDP1 activities; oversees UNDP1 project closure.
Manages the office corporate credit card and ensures all transactions are appropriately authorized before orders are placed, and that reconciliations are performed, agreed to supporting documentation and followed up.;
Ensures all procurement activities are conducted within the Internal Control Framework of the Office and provides risk-based advice based on the organization’s finance and procurement policies, including accurate charging of procurement-based costs to the appropriate budget and procurement catalogue
Tags asset management business continuity career development contract management customer relationship management document management financial management financial regulations financial resources human resources human resources management immigration law ipsas knowledge management office management performance management procurement public administration quality management reconciliation sharepoint
Establishes and oversees monitoring of KPIs and processes for travel and invoice processing
3. Ensures provision of efficient procurement services focusing on achievement of the following results:
Knowledge expert on all forms of procurement engagement including responsible parties, engagement with the private sector, consultants, and other providers of goods or services, as well as pro-bono and part pro-bono offerors;
Elaboration of the Office procurement and contract strategies including sourcing and tendering strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement, managing the contract and contractor and legal implications;
Liaises with the Procurement Support Office - HQ on procurement strategy options;
Manages the procurement process for the Office and hosted Secretariats and provides accurate advice on appropriate procurement processes in compliance with the relevant UNDP Financial Regulations and Rules, and procurement policies; and
Presents submissions to the procurement oversight bodies (CAP and ACP) as required.
4. Ensures forward-looking administration and information and communication management focusing on achievement of the following results:
Ensures the office human resources (staff/consultants etc.) are administratively supported at all times to promote efficiency and effectiveness in the optimal use of staff time
Proper management of Office assets, facilities and logistical services, including an understanding pf the IPSAS implications in the accounting for the procurement, utilization, disposal and verification of the office’s assets.
Proposes options in the optimal use of space, manages space allocations based on approval and manages any building, space or furniture change processes;
Manages and oversees support from ASD including space and furniture, communications and IT equipment maintenance, post, pouch etc.
Develops the office travel plan in discussion with staff and the Directorate, and acts as the primary expert on use of the travel module and relevant current corporate initiatives in administration such as Greening the UN, among others.
Acts as the administrator of the office sharepoint site, ensures content is routinely updated and current by the content owners and performs a quality assurance function;
Manages and/or facilitates access to all IT and communications platforms in use by the office, such as email, phone, sharepoint, Gateway and Atlas (does not approve Gateway or Atlas access);
Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability (such as document management); and
Oversees allocation of IT asset management, ensures staff have sufficient equipment to perform their role.
Ability to make new and useful ideas work;.
Ability to persuade others to follow;
Ability to improve performance and satisfaction.
Ability to listen, adapt, persuade and transform.
Ability to get things done while exercising good.
Ability to engage with clients and provide responsive, high quality services to achieve client satisfaction.
Knowledge of the technical support functions normally undertaken by an operations team in HR, Administration and procurement to facilitate the achievement of office objectives st fund.
Ability to work effectively with diverse groups of colleagues across departments towards common goals.
Ability to capture, develop, share and effectively use information and knowledge.
Required Skills and Experience
Master’s Degree or equivalent in Business Administration, Public Administration, Operations Management or a related field or a Bachelors‘ degree with 2 additional years of relevant experience in lieu of an Advanced Degree.
Two years of relevant professional experience (Master) and 4 years (Bachelor) at the national or international level in managing an operations unit, staff and/or operational systems;
Proven ability to provide accurate, high quality strategic advice on operations policies, practices and implementation;
Experience working in operations in UN is required;
Strong understanding of the financial and programmatic impacts of the operations unit on an organizational budget and development results;
Demonstrated ability to implement operations results on time, consistent with the corporate regulations, rules and policies whilst working across functions not under direct control;
Demonstrated ability to build and maintain working relationships with clients and staff in other technical units;
Experience in using computers and office software packages, experience in handling of web-based management systems and ERP systems.
Fluency in oral and written English is required. Proficiency in another UN working language is desirable.
Important information for US Permanent Residents (‚Green Card‘ holders)
Under 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.
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