UNDP Operations Analyst | Paid Internship || Apply Now

Under the guidance and supervision of the Chief of Section, Operations, the Operations Analyst provides functional support to IEO operational processes including general administration, and human resources and supporting procurement and finances. The Operations Analyst promotes a client-focused, quality and results-oriented in the Unit.

The Operations Analyst will temporarily lead the Operations Team, when required by the Chief of Section, Operations. working in close collaboration with them as well as, liaising with programme and projects’ staff in the IEO and UNDP HQs staff for resolving operational-related issues and information exchange.

Duties and Responsibilities of Operations Analyst

Ensures implementation of operational strategies, and adapts processes and procedures focusing on achievement of the following results: 

• Full compliance of operational activities, such as procurement and human resources processes and financial recording/reporting system with UN/UNDP rules, regulations, policies and strategies.
• Coordination of the IEO Operational Team, working together with the Chief of Section, Operations to secure backups, adequate workload balance across the Team and fluid coordination between operational functions.
• Contribution and implementation of cost-saving and cost-recovery strategies. Supervision of Assets and Inventory maintenance and reporting.
• Assist the Chief of Section, Operation, in creating and implementing the IEO Business Continuity Plan and annual exercise, as well as the fire warden system.

Ensures effective and accurate resources management and oversight, focusing on achievement of the following results: 

• Continuous analysis and monitoring of the financial situation, including forecasts for all section projects in HQ and regional offices.
• Financial analysis and oversight for all resources managed by each section and provision of high-quality professional advice to the IEO management.
• Financial analysis of the UN Evaluation Group expenditures, monitoring the quarterly charge of the General Management Service (GMS) cost.
• Supervision of Office Supplies purchases and inventory.
• Assist the Chief of Section Operations in extracting reports from the Learning Management System to support learning compliance in the IEO.

Management of projects’ budgets and organization and functioning of the optimal cost-recovery system focusing on the achievement of the following results: 

• Contribute to the elaboration of proposals for the planning of the IEO’s financial resources, particularly the regional offices, and implementation once approved, of required projects in Quantum.
• Establishment of projects’ budget preparation/modification monitoring system through the IEO Project Management Dashboard, control of budgetary status versus authorized spending limits (ASL) and budget delivery levels for each section.
• Follow-up with HQs and GSSC on Authorized Spending Limits by funds, and maintenance of General Ledger.
• Supervise the implementation of cost-recovery bills in Quantum for the services provided by the IEO, particularly to UNEG.

Ensures proper control of office accounts focusing on the achievement of the following results: 

• Control of accounts closure per quarter and annual basis, including regional offices.
• Identify timely corrective actions to clean budget check errors, match exceptions, and unapproved vouchers. Timely response to HQ requests to resolve financial data issues.
• Control of the Accounts Receivables for IEO projects, especially UNEG, and maintenance of General Ledger.
• Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ on the results of the investigation when satisfactory answers are not obtained.

Ensures facilitation of knowledge building and knowledge sharing in the MCO and guidance to all stakeholders on financial matters focusing on achievement of the following results: 

• Lead the establishment of an agreed data structuring and denomination protocol for projects and transactions in the corporate systems SharePoint to facilitate data understanding and recovery when needed.
• Coordination or conduct of training for the IEO personnel on operational matters, including financial, travel, PPM and procurement management.
• Synthesis of lessons learned and operational best practices while supporting Evaluations, an integration to IEO SOP and templates.
• Sound contributions to knowledge networks and communities of practice.

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Required Skills and Experience

Education:

• Advanced university degree (master’s degree or equivalent) in Business or Public Administration or relevant related field is required. Or
• A first-level university degree (bachelor’s degree) in the above fields in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Experience:

• Up to 2 years (with master’s degree) or 2 years (with bachelor’s degree) of relevant experience at the national or international level in Business Administration or Public Administration or relevant related field is required.
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced
• knowledge of web-based management systems such as ERP is required
• Fluency in English is required.
• Working knowledge of other UN official languages is an advantage

Language:

• Fluency in English is required.
• Working knowledge of other UN official languages is an advantage.