Operations Advisor, New York, United States
Organization: UNDP - United Nations Development Programme
Country: United States
City: New York, USA
Office: UNDP New York, USA
Closing date: Friday, 20 November 2020
Job ID: 33545
Practice Area - Job Family: Management
Vacancy End Date: (Midnight New York, USA) 20/11/2020
Duty Station: New York, United States
Education & Work Experience: I-Master’s Level Degree - 10 year(s) experience
Vacancy Type: FTA International
Posting Type: External
Bureau: Latin America & the Caribbean
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
UNDP’s Regional Bureau for Latin America and the Caribbean (RBLAC), supports and oversees the work of UNDP in 26 countries ranging from high middle-income economies to least develop country, as well as one Regional Hub based in Panama.
Under the overall guidance of the Deputy Regional Director (DRD) and in coordination with BMS Unit Heads, the Operations Advisor acts as a senior advisor to the RBLAC Bureau Management Team and Country Offices, providing strategic guidance, coordination and oversight on managerial and operational issues related to the CO programme and operations activities, to achieve financial sustainability.
The Operations Advisor is responsible for strategic planning and management of financial, human and administrative resources including efficient procurement and logistical services, the effective and efficient delivery of essential operations services in RBLA, continuous development and improvement in operations, policies and methods to align with RBLAC and clients evolving business needs, providing advisory support to RBLAC Directorate in the formulation and implementation of the mission, strategy and action plans.
The operations advisor leads the budgetary planning and monitoring activities of the regional bureau (RB), the regional hub and country offices‘ (COs); leading the regional and CO’s administrative budget allocation and monitoring process; this includes the provision of regional and country programs‘ financial oversight and support.
The operations advisor coordinates all LAC financial processes, advises senior management on resource assignments and monitors and updates Bureau’s allocations as per management decisions. Supervises mid-year and annual revisions and monitors level of expenditures for the region.
The operations advisor is responsible for regional bureau’s administrative management functions, ICT strategic planning (bureau’s ICT strategic plan) and management (annual work plan), procurement management and logistics. Acts as financial, administration and ICT focal point for COs: liaises with central units, RBLAC units and COs to ensure resource alignment according to corporate goals. Represents the bureau in boards, panels and task forces as required. Monitors and supports regional programme and CO’s performance in terms of financial quality, progress on achieving delivery targets, operations compliance with the accountability framework and financial sustainability. On the CO financial and operational performance, she/he provides periodic information to the Strategic Management Team and Country Support Units, as a relevant input to the overall monitoring of the COS. The operations advisor coordinates the preparation of administrative and financial reports as requested by senior management or according to corporate guidelines.
Duties and Responsibilities
Summary of key functions
Provide advice and guidance on strategic budget and fund management for the Bureau, Regional Hub and Country Offices, including those linked to corporate initiatives;
Provide operational and financial support to programme and project management;
Financial management analysis and Audit support;
Regional Bureau administration, finance and ICT functions;
Knowledge management and capacity building.
1) Provide advice and guidance on strategic budget and fund management for the Bureau, Regional Hub and Country Offices, including those linked to corporate initiatives:
Ensure successful completion of all annual resources and budgetary needs of the regional bureau, regional hub and country offices for submission to RBLAC senior management approval, observing corporate guidelines and deadlines.
Exercise oversight role on, monitors performance of, and provides guidance to country offices in the annual and periodic resources management (core and non-core funds and institutional budget planning) and reporting to ensure optimum allocation and use of resources for programme and operations needs and compliance with corporate decisions.
Formulate the Bureau’s annual and biennial budgets for the consideration of management, ensuring that they meet the Corporate overall requirements and reflect decisions taken by UNDP and the bureau senior management on financial and operational matters.
Monitor the budget implementation and performance of the Regional Bureau, Hub and country offices and Trust Funds and Cost-sharing funds; ensure financial liquidity at all times; also ensure that the transactions against the Funds are recorded in Atlas accurately and that expenditures remain within authorized levels.
Routinely monitors financial exception report for unusual activities, transactions, and investigate anomalies or unusual transactions. Inform supervisor and other UNDP staff at Headquarters of the result of the investigation when satisfactory answers are not obtained and ensure that all financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.
Facilitates the provision of on-demand financial technical advisory services to COs, and knowledge sharing/capacity building of CO managers.
2) Provide operational and financial support to programme and project management
Manages the Bureau’s receipt of funds process, providing guidance and advise to Regional programme, regional hub and country offices, following corporate guidance and legal polices on cost sharing agreements.
Financially monitors and controls all approved, on-going and operationally completed projects using ATLAS and other systems as needed until financial closure.
Provides financial clearance on each project budget, observing standard SOPs aligning the project planning to the regional bureau annual targets.
Monitors project commitment and expenditure levels against available resources and ensure that utilization of funds fully comply with UNDP financial rules and regulations.
Monitors and assist Country offices and the Regional Programme in project management activities, considering procurement, finance and human resources policies, including legal factors when applicable.
Monitors changes in UNDP programme and project budgeting and accounting rules and regulations and informs relevant parties as appropriate.
Provides support to COs and project staff on project budgeting/accounting rules and procedures and on ways and means of improving of financial management;
Coordinates with UNDP Office of Finance/Accounts and Executing Agencies such as UN Agencies, and/or COs, on all finance related matters to optimize on-going program and administrative operations in compliance with financial rules and regulations.
3) Financial management analysis and Audit support
Monitor the timing of quarter and year-end closure of accounts and ensure all financial balances are captured in the corporate systems (Atlas) for accuracy and compliance with UNDP accounting standards and principles; providing guidance Country office, regional hub and regional bureau focal points.
Prepares, on a regular manner, strategic financial reports and comparative analyses for senior management including information related to programme and project financial status, analysis of income, expenditure, delivery rates, institutional budget performance.
In coordination with other units, identifies weak performing country offices through composite performance assessments and/or country office scan and recommends to RBLAC senior management actions to improve financial performance.
Respond to internal and external audit enquiries and findings. Evaluate audit observations and/or take timely corrective actions to resolve issues/anomalies. Provide advice to Supervisor/Senior Management on issues relating to Audit; liaising with corporate counterparts as needed.
Support and advise Country Offices on audit recommendations follow-up and timely closure.
Lead in the preparation and submission of action plans for addressing weaknesses identified in the implementation of control systems and processes including those identified in audit reports.
Represents the bureau in the technical boards for ATLAS and Enterprise Risk Management.
Represents the bureau at the UNDP inter-bureau analytics task force on performance management.
Act as the bureau focal point of the audit exercises.
4) Regional Bureau administration, finance and ICT functions
Provides guidance to Senior Management and Bureau Units on issues related to RBLAC HQ’s finance, assets, staff and consultants contract administration, procurement, record management, registry, events and logistics, and safety;
Tags accounting standards advisory services budget performance change management communication technology document management executing agencies financial management financial resources human resources human resources management immigration law ipsas knowledge management knowledge sharing latin america logistics new technologies office automation organizational development performance management procurement project accounting project management risk management safety and security social sciences task forces trust funds
Manages finance, Administration and ICT team and guide staff in all aspects of financial, administration and ICT work; including project accounting, finance, administration and ICT processes.
Contributes to RBLAC HQ Work Plan and coordinates budget preparation, financial analyses and reporting;
Staff and consultants contract administration: Provides oversight to administrative processes related to staff and consultant’s recruitment, staff on detail assignment, leave monitoring, etc. Participates in the RBLAC HQ Committees.
Coordinates the preparation of ICT region-wide strategy, the introduction of new technologies, and leads information and communication management, including web and knowledge platform support:
Reviews software application, data, or technical infrastructure transitions or upgrades and manages any technical infrastructure transitions or upgrades in terms of impact for the region;
Supervises office automation, including document management system and reporting systems.
Oversees procurement and assets management activities and Bureau logistics.
Oversees record management and registry.
Oversees safety and security issues at the Bureau level and at Country Offices
5) Knowledge management and capacity building
Constantly monitor and evaluate operational policies, procedures, methods, tools and associated systems, to assess its utility, applicability and efficacy in operational management. Recommend and/or draft new policies and procedures and introduce innovation and best practices in business operations to enhance services.
Lead/organize training events and design/set training agenda for country offices (eg, Operations Managers workshop) and Hqs. Determine and make available sufficient and expert resources for training events.
Collaborate with internal and external partners, colleagues in other Bureaux to keep abreast of evolving trends, development and needs, share ideas for improvements and align services according to needs.
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.
Development and Operational Effectiveness:
Solid knowledge in financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration.
Ability to lead business processes re-engineering, implementation of new systems (business side), and affect staff behavioral/ attitudinal change.
Ability to make decisions that align with strategy, vision, and mission. Ability to lead formulation and monitoring of management projects.
Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback. Demonstrates openness to change and ability to manage complexities.
Knowledge Management and Learning:
Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example.
Ability to reach an understanding, resolve point of difference, or gain advantage in the outcome of dialogue.
Ability to identify and prioritize risks, and organize action around mitigating them.
Required Skills and Experience
Advanced university degree (Master) in Organizational Development, Management, Economics, Business Administration or other related social sciences.
10 years of experience in leadership positions within recognized development structures or organizations, including field-base experience;
Excellent knowledge of all functional areas of Operations and relevant experience are required;
Proven track record of achievement in developing local capacity for change;
Experience in leading/managing change management processes would be an asset.
Fluency in English, both oral and written, is required;
Working knowledge of Spanish is an asset.
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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