What are the responsibilities and job description for the Operations Analyst, Local Action (Home Based) position at UNDP?

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP : we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a 'leave no one behind' approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

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 UNDP Crisis Bureau (CB) leads the organization's efforts to support countries in building resilience by strengthening their capacities to anticipate, prevent, respond to, and recover from crises and shocks. This work is essential for safeguarding progress toward the Sustainable Development Goals (SDGs). CB's efforts focus on reducing dependency on external humanitarian aid and peace interventions by promoting risk-informed development planning and decision-making. By ensuring that development perspectives are integrated as early as possible in crisis response and recovery efforts, CB aims to transform recovery into an opportunity to promote more resilient, green, and equitable development pathways. Guided by UNDP's corporate Crisis Offer (2022), the CB works closely with Regional Bureaux (RBx) and Country Offices (COs) to implement preventive and risk-informed approaches and deliver effective crisis responses, ultimately helping to break the cycle of protracted crises and fragility.

In this context, the newly established Governance, Rule of Law, and Peacebuilding (GRP) Hub, a joint endeavour with the Bureau for Policy and Programme Support (BPPS), provides leadership and advisory services to enhance UNDP's impact on governance and peacebuilding, ensuring the integration of democratic governance and human rights into crisis response and recovery. The Hub aims to build an integrated portfolio collaboratively between the CB and BPPS and establish partnerships with various stakeholders including the UN System, IFIs, civil society, and the private sector. The Hub's functions involve providing leadership, advising on strategic positioning, managing global programs, developing GRP solutions, and leading crisis response and recovery support. They also focus on knowledge management and learning, establishing thematic and operational partnerships, and mobilizing resources. Thematic areas include peacebuilding, rule of law, local action, governance, human rights, and democratic institutions. Cross-cutting issues address digital transformation, data for SDG16 , and gender inclusion. The initiative aims to ensure that gender dimensions are systematically and measurably addressed in UNDP's GRP work.

Through Local Action, the GRP Hub seeks to contribute to peace and development, achieving a visible impact on communities and improving lives by delivering integrated solutions that harness global expertise and partnerships.

Duties and Responsibilities

Reporting to the Global Lead, Local Action, the Operations Analyst is responsible for delivering financial, administrative and operational advice and support to ensure the successful execution of the Local Action team's responsibilities and deliverables. Key areas of responsibility include : (i) Efficient budget and operations management, ensuring ICF compliance and effective management of Local Action resources; (ii) Implementation of streamlined operational strategies to support project planning and execution; and (iii) Facilitating data management, knowledge building and sharing.

The Operations Analyst will uphold a client-oriented approach, while adhering to UNDP policies, rules and regulations. This is a home-based position, with daily collaboration expected with the Local Action team in New York.

A detailed breakdown of Operations Analyst's functions is outlined below.

Ensure efficient budget and operations management :

Ensure timely approval of project budgets in ERP based on valid supporting documents, proper use of accounts and accurate F&A setup.
Contribute to corporate exercise of projections on resource mobilization, delivery and GMS revenue targets.
In liaison with GPN Operations, BMS, GSSC, and legal support office, follow up to clear contribution agreements.
Contribute to managing resources and utilizing budget, applying guidelines through rigorous monitoring tools.
Monitor financial / budget data including seed funding expenditures, identify issues and signal to the Team Lead potential risks.
Provide advisory support to Local Action team members on budget and financial management.
Implement budget and project award revisions.
Draft formal authorization letters for financial commitments, creates requisitions and receipts.
Support to effective quarter-end and year-end closures.
Manage financial reporting to donors by providing financial statements in line with institutional reporting requirements, as needed.
Follow up to ensure timely operational and financial project closure in line with UNDP's rules and regulations.
Conduct exceptions / compliance reviews on the use of the project budget. Mitigate risks, identify issues and recommend solutions and system improvements.
Compile information and documentation for project audits and evaluations, including follow-up / support to the implementation of recommendations.

Ensure Implementation of operational strategies to support project planning and execution :

Compile and summarize information and data for the formulation of project work plans, draft annual / quarterly budgets, proposals on implementation arrangements and other project related issues.

Carry out budget and operations management in full compliance with UNDP rules and regulations.

Implement corporate operational strategies, including contribution to the establishment of management targets and monitoring of achievement of results.

Provide administrative and logistical support to ensure successful project delivery that includes organizing / coordinating project events, coordinating project procurement procedures for individual consultants and contractors for goods and services, supporting recruiting, maintaining project records and files.

Processes official mission travel requests, ensuring timely follow-up on medical and security clearance, claims, and approvals as necessary, and monitors selected travel-related payments, collaborating with relevant operation divisions and field staff, as needed.

Interface with the GRP Hub Engine Room, GPN Operations and BMS on service provision, as necessary, for transactional support.

Support mainstreaming gender equality in the project implementation, including in data collection and analysis.

Continuously improve processes, contributing to the business processes mapping and establishment of internal standard operating procedures in budget, costing and resources management, procurement, and logistical services in compliance with UNDP internal control framework.

Facilitate staff on-boarding, data management and knowledge building and sharing :

Act as focal point for the on-boarding of new staff, ensuring staff are provided with all office tools to facilitate rapid start-up of their work.

Ensure timely information is provided to all project partners on the appropriate administrative, logistical and financial business processes, including through developing background notes outlining the different processes, rules and procedures to follow by project partners.

Act as the first entry point for the interpretation of all operational matters with Local Action team members. Keep team members abreast of latest corporate policy, procedures, and regulations.

Follow the established records-keeping systems and procedures, including maintaining filing systems and archives, and supports updating project / programme related documentation.

Identify, synthesize and document best practices and lessons learned that are generated from the project and implementing partners

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 Operations Analyst works under the general supervision of the Global Lead, Local Action, and collaborates closely with Local Action team members, as well as other members of the GRP Hub.

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 Monitoring & Evaluation

Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively; Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results. Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming. Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools. Ability to make an independent judgement based on set criteria and benchmarks. Ability to anticipate client's upcoming needs and concerns

Finance Finance business partnering

Able to support business units and add value by innovating and providing solutions to financial issues / queries, including through FAQs, financial tools, advisory, etc. Influences and appropriately challenges non-finance colleagues for whom the service is being provided. Understands the operations, opportunities and challenges of the organization. Holds a commercial outlook, demonstrating accountability towards organizational goals.

Finance Budget Management

Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Procurement Procurement management

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

Administration & Operations Travel policy and procedures

Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters

Administration & Operations Documents and records management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Required Skills and Experience

Minimum education requirements

Advanced university degree (master's degree or equivalent) in Business Administration, Economics, or related field is required. OR

A first-level university degree (bachelor's degree) in the areas stated above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Minimum 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 at the national and / or international level in operations management for development programmes or projects.

Required skills

Proficiency in IT software packages (MS Word, Excel, etc.), as well as web-based management systems.

Desired skills in addition to the competencies covered in the Competencies section

Previous working experience with the UN system is a strong asset.

Experience in using UNDP ERP platform and UNAll Service Management Platform is desired.

Proven ability to collaborate effectively with teams across various locations and time zones in a remote working environment is an asset.

Required language(s)

Fluency in English is required

Professional certificates

N / A

Disclaimer

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.

Applicant information about UNDP rosters

Note : 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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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