Operations Analyst

Brasília

Background

The new UNFPA country programme for Brazil was approved by the Executive Board for a five-year period of 2017-2021 and covers 4 strategic areas: Sexual and Reproductive Health; Adolescents & Youth; Population Dynamics which includes South-South Cooperation in support of the ICPD agenda. The CPD is based on a total resource plan of USD 37.5m of which USD 4,5m regular resources and USD 33m to be mobilized.

In January 2016, following comprehensive negotiations between seven UN Agencies, Funds and Programmes (UNDP, UNFPA, UNOPS, UNDSS, UNESCO, UNWOMEN and UNEP) and their respective headquarters, a single service window for business operations was launched in the form of a Joint Operating Facility (JOF). This new business model is a direct implementation of 11 key QCPR mandates in support of strengthening the “Operating as One” pillar of a better coordinated and more efficient UN on the ground. The overarching aim of the JOF in Brazil is the overall reduction of the common UN operational footprint in a High Middle Income country, while improving the collective efficiency, avoiding costs and improving service delivery. As a core funding member of the JOF, UNFPA plays an important role in the governance of the facility. Currently, UNFPA is using the JOF for all procurement, travel transactions and ICT support, and is considering the use of HR and common premises services – currently administered by UNDP - once they are provided.

Under the guidance and supervision of the Representative and Deputy Representative, the Operations Analyst is the Operations Manager (OM) of UNFPA Brazil and is as such directly responsible for the implementation and oversight of all aspects pertaining to business operations and operational support to programme implementation of the Brazil country office.  The OM is the UNFPA focal point for all matters related to and services provided by the JOF. He is also the liaison focal point for all services currently provided by UNDP Brazil. He / She liaises with UNFPA HQ and the Regional Center (LACRO) on all matters related to Financial and Operational Accountability Checklists; Security; ERP/Atlas; audits and other relevant matters related to business operations.

His/her role is to contribute to a fully accountable, smoothly functioning, results and solution-oriented Country Office and to facilitate programme implementation and delivery providing for the operational needs of programmes and projects.        

The OM actively participates in inter-agency coordination to ensure that UNFPA’s needs in common systems and service issues are met – especially UNFPA’s involvement in the JOF. He/she must foster a collaborative, client-oriented approach towards the programme team in the Country Office and the UN community, and support effective communication and co-operation between Headquarters, the LACRO region and the business operations needs of UNFPA in Brazil.  The OM supervises the finance function, is part of the country office management team and closely collaborates with the programme staff in office. 

Duties and Responsibilities

Analyze and ensure the application of optimal operational and staffing requirements of the Brasilia Office and its projects. Analyze operational aspects and provide operational implementation support – either directly or by identifying appropriate external support -  to the UNFPA Brazil office in the following areas: Human Resources; Leave monitoring; Financial and Budgetary Services; Individual Consultants; Assets and Equipment; ICT; Procurement; Fleet management; Security; UNFPA owned and common premises and any other business operations related areas;

Acts as country office focal point and ensure the liaison function of all business operations services UNFPA receives from the Joint Operating Facility (JOF) and / or UNDP. Represent UNFPA at the JOF Operations Manager meetings and the Joint Procurement Review Committee. Maintain and engage in regular contact with the JOF Manager to ensure quality control and timely delivery of all UNFPA processes being supported by the JOF. Monitor and analyze UNFPA participation agreements / MOUs with the JOF and the application of UNFPA rules and regulations harmonized under the JOF. Ensure adequate liaison if necessary with UNFP HQ;   

Support the achievement of programme and project results, by facilitating legal and operational aspects of project inputs under national execution in terms of cost recovery, personnel, sub-contracts, equipment, fellowships, study tours and other project related events. Work closely with the UNFPA legal consultant in maintaining the UNFPA NEX guidelines and internal toolkit supporting the country office with the establishment of co-financing agreements;

Support the achievement of programme and project results, by facilitating business operations aspects related to UNFPA regulations, rules and directives pertaining to the direct execution of regular programme resources such as HACT modality, UN agreements and other relevant practices;

Supervise the administration and the efficient support to office and programme financial and budgetary resources, supporting the Representative, Deputy Representative and Assistant Representative in the planning and monitoring of all financial resources under the responsibility of the country Office. Supervise and support the tracking of available resources, exercising appropriate financial control and ensuring corporate financial policies are met and adhered to and reporting structures established and maintained.  Analyze the application of alternative solutions to meet programme and office objectives;

Analyze and support the implementation of corporate systems and applications in support of country office business operations (HR; Finance; Procurement; Administration/Logistics; ICT etc) as and if updated or newly introduced corporately and contributes to the training of staff and project personnel. Promotes network relationships of accessing and sharing knowledge and ensures continuous and accurate/up-dated flow of information between the country office, LACRO and Headquarters. Acts as UNFPA focal point for any internal / external audit related issues pertaining to business operations of the UNFPA office in Brazil.

Supports the country office senior management team in ensuring that UNFPA interests are considered in common system activities relating to common services and premises, cost recovery, cost-sharing arrangements, privileges and immunities, entitlement and salary surveys, security etc. by participating actively in interagency meetings and working groups.

Competencies

Functional Competencies

Business Acumen:

Applies the results of analysis and sound business judgement to make timely decisions by analyzing the environment, identifying issues, opportunities and risk factors. Actively keeps up to date with best business practices and provides quality control over projections. 

Solutions oriented problem solving:

Analyzes the implementation of corporate business operations systems and supports the application of appropriate solutions in support of UNFPA’s programme and business operations by analyzing and researching best practices, refining and enhancing existing systems and identifying and recommending remedial measures to address and solve problems.

Client orientation:

Contributes to positive outcomes for the client anticipating and addressing his/her needs and concerns. Contributes positively to an enabling environment for a smooth relationship between a client and service provider.

Innovation:

Demonstrates curiosity and applies imagination and creativity when resolving challenges and bottlenecks around business operations. Applies tolerance towards differential points of view and shows awareness of business operations as an evolving area of UN reform for more effective and efficient implementation.

Managing Self and Relationships

Working in teams:

Promotes teamwork and harmony collaborating with team members integrating others’ ideas into his/her thinking. Remains calm and focused under stress and leverages the different experiences and expertise of members to achieve better, more innovative outcomes. Demonstrates composure and resilience when coping with competing tasks.

Communicating information and ideas:

Encourages and actively engages in open objective communication in the team demonstrating the ability to see issues and situations from team members’ perspective. Frankly expresses ideas concerns and encourages dialogue to develop an optimal solution without jeopardizing rapport with colleagues.

Personal Leadership and Effectiveness

Analytical thinking:

Demonstrates professional curiosity and contributes actively to the strategic perspective on issues related to business operations and programmes converting UNFPA strategic goals into plans and action. Specifically analyzes business operations issues with a view to results that build persuasive arguments based on logic, data and the objective merits of a situation.

Results orientation/Commitment to excellence:

Ensures that work methods and processes are effective and appropriate for the achievement of desired results and seeks ways to maximize the efficient use of resources. Redirects staff activities to ensure timely completion of the unit’s work using tact and sensitivity.

Appropriate and transparent decision making:

Makes decisions in a fair, transparent and expeditious manner considering available information and commits to a position.

Corporate Competencies

Values Integrity/Commitment to mandate:

Maintains consistent values and performance standards and expresses UN/UNFPA core values in all functions and roles. Exercises critical judgement and follows outmost discretion in respect of confidentiality when analyzing institutional directions, procedures and guidelines to contribute to the improved fulfillment of the mandate of UNFPA.

Knowledge sharing/continuous learning:

Encourages the learning of others by acknowledging their skill sets and expertise and creating learning opportunities. Analyzes the possibility for creating mechanisms to collect and share knowledge, evaluating project and ongoing experience for lessons learned.

Valuing diversity:

Demonstrates inclusive behavior towards all colleagues and stakeholders, successfully developing cross-cultural (including organizational culture across the UN system) relationships. Adapts programme/project implementation to take account of political, religious and cultural context. Actively promotes gender equity and diversity in all programme activities as well as in his/her daily tasks.

Required Skills and Experience

Academic Requirements:

Master’s degree in business administration/management, public administration, economics, finance or related field.

Experience:

One to three years professional experience in administration, finance or office management in the public or private sector with supervisory responsibility of administrative support staff.

Languages:

Fluency in oral and written Portuguese and English. Proficiency in oral and written in Spanish

Computer skills:

Proficiency in current office software applications – especially advanced user knowledge in spreadsheet and word processing software and corporate IT systems.

Disclaimer

WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm

Notice to applicants: In accordance with the rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, are required to renounce such status upon their appointment.  Exceptions to this rule are very limited and can be made only for: (a) stateless persons; (b) newly appointed staff members who have applied for citizenship by naturalization, when such citizenship will be granted imminently; (c) acting staff members in the General Service and related categories with permanent residency status, on promotion to the Professional category; (d) staff members appointed under a temporary appointment. Please understand that UNFPA is not in a position to provide advice on or assistance in applying for any citizenship. For this position, only Brazil Nationals will be considered.
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Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: UNDP - United Nations Development Programme
  • Location: Brasília
  • Grade: NO-A, National Professional Officer - Junior level
  • Occupational Groups:
    • Management, Administration and Finance
  • Closing Date: 2017-09-08

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