Operations And Programme Analyst - Home-Based

Background
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  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 

The Technical Secretariat of United Nations Partnership on the Rights of Persons with Disabilities (UNPRPD) Multi Partner Trust Fund (MPTF) is based in the UNDP Governance team in the Bureau of Policy and Programme Support.  The UNPRPD Technical Secretariat operates in accordance with the UNPRPD Strategic Operational Framework 2020–2025 and agreed annual work plan developed following strategic direction from the Policy Board and upon approval by the Management Committee. 

The functions of the Technical Secretariat include: 

Ensure strong and efficient coordination of partners, including liaison with global focal points within the UNPRPD MPTF’s various constituencies

• Develop and implement a resource mobilization strategy
• Manage UNPRPD external relations and external communications and outreach strategy
• Develop and submit an annual work plan for MC approval and allocation of funds
• Update UNPRPD members on delivery of work plans including the drafting and dissemination of the Annual Narrative Report
• Coordinate relevant review and decision-making processes for the selection of UNPRPD-supported initiatives and allocation of UNPRPD funding
• Monitor and oversee joint programmes, including liaising with UNCTs on overall progress and challenges in UNPRPD-supported initiatives
• Monitor joint programmes to distil learning, devise annual plans to develop knowledge management tools and systems, and facilitate the development of these tools and systems in accordance with the Strategic Operational Framework.
• Monitor joint programmes and catalytic funding to identify capacity building needs, support multi-stakeholder capacity building in joint programmes, design and deliver capacity building initiatives in partnership with UNPRPD members, and provide technical support to UNCTs for country programmes.
• Develop internal management processes to ensure efficient operational delivery
• Manage UNPRPD MPTF resources directly entrusted to the Technical Secretariat in keeping with the provision of the Memorandum of Understanding (MoU) establishing the UNPRPD MPTF

  Scope of Work

  In order to provide effective operational support Technical Sceretariat (TS) teamwork, the services of an Operations Analyst, is needed. 

  Under the guidance and direct supervision of the TS Director, the operations analyst will provide operations, administrative and finance services role to the team. 

  1.           Ensure effective management and implementation of the Technical Secretariat activities including: 

  • Provides support for the organization of in person meetings/ events including logistics, administrative and procurement support. 
  • Provide administrative and logistical services to the team; handle travel services for staff and meeting participants. 
  • Organize and maintain internal databases including contacts lists of partners and shared folders. 
  • Organize and maintain agenda of the director  of the Technical Secretariat. Including coordination of meetings.
  • Develop procurement plans for assigned projects to ensure compliance with UNDP policies rules and regulations.
  • Coordinate recruitment for STAFF/IPSA/consultant/intern; facilitate in preparing the TOR, selection memo, budget, and coordinating with candidates. Support induction/onboarding phase of selected candidates. 
  • Coordinate procurement of goods and services including Individual Contracts, Institutional Contracts, Contracts for Professional Services, LTAs and ensure supporting documentation needed for contract files is obtained 
  • Process payments of ICs, contractual services and vendors and provide quality checks of vouchers in terms of accuracy and documentation. 
  • Consolidate the data from multiple Quantum financial reports, including expenditures and commitments monitoring and tracking. 
  • Leads maintenance of the inventory of programme assets/equipment. 
  • Any other functions to be assigned by the supervisor. 

    2. Ensure effective budget management and reporting

    • Effective support to UNPRPD internal financial management including undertaking necessary QUANTUM system to support finance solutions on budget management, prepare of budget/project award revisions, and generate of relevant financial reports 
    • Preparation of project budget revisions. 
    • Preparation of transfer requests for MPTF programmes including TS indirect costs. 
    • Preparation of relevant information, specifically related to reports and financial analysis
    • Facilitate in the process of projects’ audit assurance activities and evaluations 

      3. Provision of strategic directions of Operations:

      • Ensure full compliance of operations of UNPRPD with UN/UNDP rules, regulations and policies, implement corporate operational strategies, monitor performance;
      • Establish collaborative arrangements with internal and external partners, effective operational partnership arrangements to support resource mobilization and management;
      • Maintain business processes and SOPs for all key operational areas;
      • Support monitoring of projects linked to Technical Secretariat functions, management arrangements and budgets; 
      • Ensure compliance of arrangements for project approval, implementation, general operations, and closure in line with UNDP policies and regulations;

        4. Facilitate to outreach activities 

        • Advise on product design and accessibility formats development in collaboration with designer and relevant team members.
        • Upload relevant documents to website.
        • Support communication with webdesigner.

          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 Analyst will work under the direct supervision of the Director, UNPRPD Technical Secretariat, Innovation and Sustainable Development and working in close collaboration with Global Policy Network (GPN) Operations team.

          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  Business Management Operations Management Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.  Administration & Operations Events management (including retreats, trainings and meetings) Administration & Operations Events management (including retreats, trainings and meetings) Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. Finance

          Budget Management

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

          Finance

          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 

          HR - Recruitment

          Recruitment design and management 

          Knowledge of, ability to design and manage end to end recruitment processes 

          Procurement Procurement Management

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

          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 (A master’s degree or equivalent)  in finance, administration, management, economy or related areas, is required. Or
          • A first-level university degree (bachelor’s degree)in the areas mentioned above, 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              

            Minimum of two (2) years (with master’s degree) or four (4) years (with bachelor’s degree) of professional work experience in providing administrative, programme and procurement support at the national or international level.

            Required skills  

            • Proven experience in project implementation support and financial monitoring.
            • Experience in the use of computers and office software packages (MS Word, Excel, Power Point, Adobe), experience in handling of web-based management systems, and ability to use Internet for research.

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

              • Knowledge and experience with UNDP procurement processes (selection of the right procurement method, conducting microcanvassing, preparation of supporting documents for IC and company contracts)
              • Experience with budgeting, expense monitoring and financial reporting 
              • Knowledge and experience with UNDP travel processing 
              • Knowledge and experience with Quantum 
              • Demonstrated ability to support report and proposals writing.
              • Demonstrated experience in providing operations management support within the UN System.

                Required Language(s)   

                • Proficiency in written and spoken English required. 
                • Working knowledge of other UN languages would be an asset.     Disclaimer
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                    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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