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 Crisis Bureau (CB) guides UNDP’s corporate crisis-related strategies and vision for crisis prevention, response and recovery. The Bureau has the responsibility for support to prevention, crisis response, resilience and recovery work under the auspices of UNDP’s Strategic Plan. On the other hand, the Bureau for Policy and Programme Support (GPN) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan.  As part of the Global Policy Network (GPN), the Crisis Bureau works in an integrated manner with UNDP’s Bureau for Policy and Programme Support (BPPS) ensuring that issues are fully integrated into UNDP’s development programmes.

In this context, the Joint Directorate for the GPN provides support to the leadership of the Bureau for Policy and Programme Support (BPPS) and the Crisis Bureau (CB) and serves as the principal management adviser to the Directors and Deputy Bureau Directors of both Bureaux. Turning UNDP’s vision of the GPN into action, the Joint Directorate coordinates joint management actions with the deputy directors and managers of the GPN. With a deep understanding of UNDP’s strategic and operational vision of the GPN, the Joint Directorate creates a dynamic team interaction that empowers teams and units within BPPS and CB to act as critical partners to meaningfully join and collaborate under a nexus approach.

Under the direct supervision of the Management Specialist, the Operations Analyst will provide services to GPN teams on admin support  within GPN. This will also include responsibility for self-directed, day-to-day coordination and/or processing of operations- and finance-related transactions, while promoting a client-oriented approach consistent with UNDP rules and regulations. The incumbent establishes close collaboration with client teams on administrative  and operational issues.

Scope of Work 

a)           Ensure implementation of operational strategies, adapting processes and procedures 

• Full compliance with UN/UNDP rules, regulations, and policies and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
• Identify need for and contribution to GPN Admin and HR business processes mapping and elaboration of the content of internal Standard Operating Procedures in Admin and HR.

b)          Provide Efficient administrative and finance services focusing on achievement of the following results

• Collaborate closely with the administrative associate to effectively manage office space and facilities.
• Serve as the focal point for asset management within the GPN, ensuring timely completion and accurate compliance with corporate reporting requirements for asset and inventory mid-term and annual exercises.
• Manage the corporate credit cards to ensure timely reconciliations and prevent any instances of delinquency.
• Key support for ensuring that GPN   Business Continuity Planning (BCP) is compliant, ensuring the BCP plan is up to date and conducting regular testing. Additionally, be responsible for setting up a phone tree for safety and security purposes.

c)           Provide human resource management and logistics services 

• Manage office rent payments and ensure accuracy in personnel lists for CB and serving as a backup for BPPS when needed.
• Support the team with office logistics, including event management, procurement and travel arrangements as required.
• Handle ad hoc requests and perform additional duties within the functional profile to ensure the efficient functioning of the office and the organization.

d)          Promote knowledge building and knowledge sharing

• Stays up to date with related corporate guidelines, policies and procedures in all functional areas.
• Support IOT on technical matters and strengthening team performance through knowledge sharing in functional area.
• Drawing together synthesis reports of lessons learnt and best practices.

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 direct supervisor is the Management Specialist.

Competencies

Core

Cross-Functional & Technical competencies

Minimum Qualifications of the Successful IPSA

Min. Education requirements   

• Advanced university degree (Master’s degree or equivalent) in Business Administration, Public Administration,  Finance, Economics, or related field 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 two (2) years (with Master´s degree) or four (4) years (with Bachelor´s degree) of progressively responsible financial and operational management support experience at the national or international level is required.

Required skills

• Experience in handling web-based management systems, especially in relation to the Quantum [ERP] project management and financial control system (or comparable system) is required.

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

• Experience in the usage of computers and office software packages (MS Word Excel, etc.) and advanced knowledge of spreadsheet and database packages is an strong asset.
• Professional financial certification would be an asset.
• Demonstrated experience in HR and/or adminstration in a similar role is desirable.
• Proven experience in working in a complex organizational setting is desirable.
• Experience in working in UN/ UNDP or similar international organization is desirable.

Required Language(s)   

• Fluency in English is required (written and spoken).
• Working knowledge of another UN language is an asset.