By continuing to browse this site, you agree to our use of cookies. Read our privacy policy

Operations Specialist

New York City

  • Organization: UNDP - United Nations Development Programme
  • Location: New York City
  • Grade: Mid level - P-3, International Professional - Internationally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • OPERATIONS
  • Closing Date: Closed

Background

The Bureau for Policy and Programme Support (BPPS) has corporate responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan.  BPPS’s staff provides technical advice to Country Offices; advocates UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-private dialogues, government and civil society dialogue initiatives, South-South and Triangular cooperation initiatives and engages in UN inter-agency coordination in specific thematic areas.  BPPS works closely with UNDP’s Crisis Bureau (CB) to support emergency and crisis response.  BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results based management and performance monitoring with more effective and new ways of working.  BPPS supports UNDP and partners to provide high quality, technical support to UNDP Country offices for the design, implementation, monitoring and evaluation of programme support activities.   
 
In liaison with the Bureau for Management Services (BMS), the Strategies and Systems Management (SSM) Unit enables the effective and efficient delivery of policy advisory and support functions by BPPS.  It ensures internal control, HR and ICT coordination, and the delivery of high quality, compliant, in-house and outsourced operational functions for BPPS.  SSM manages delegation of authority within BPPS, assigns ATLAS rights and follows up on implementation of audit recommendations.  SSM provides Global Programmes Implementation Support, Funds and budget management, Administration and Operations support and Business Applications support.
 
Under the overall guidance and direct supervision of the Operations and Finance Advisor, the Operations Specialist is responsible for the financial, administrative and operational oversight and support to BPPS with regard to operations of the assigned client portfolio, ensuring effective and transparent utilization of resources and integrity of services. 
 
The Operations Specialist works in close collaboration with other teams across the Bureau in all locations as well as with other Bureaux as necessary, to help resolve complex finance and operations-related issues and provide effective guidance on such matters.
 
 

Duties and Responsibilities

1. Implementation of operational strategies and policies
 
  • Compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring achievement of results.
  • Provision of advice on strategies, policies and plans affecting delivery of policy advisory and programme support services.
  • In collaboration with the Business Applications Analyst, promotion of continuous business improvement/automation and provision of advice in business processes mapping.
  • Contribution to and ensuring compliance with internal Standard Operating Procedures in Finance, Human Resources Management, Procurement, Logistical and ICT services, Results Management.
  • Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risks.
  • Provision of support services to BPPS personnel in NY and outposted BPPS locations and ensuring smooth functioning of the Bureau as a whole.
  • Interface with BMS on all service provision, as necessary, for transactional support.
 
2. Guidance, workplanning and implementation support for global programmes and projects 
 
  • Effective formulation and implementation of global programmes and projects through advisory support, focusing especially on execution modalities, management arrangements, implementation capacities, and other operational aspects.
  • Quality control in the preparation and approval of project documents, revisions, and budgets.
  • Establishment of collaborative arrangements with partners in line with applicable UNDP regulations and rules, including but not limited to memoranda of understanding, letters of agreement, grant agreements etc.
  • Capacity assessments and capacity building of implementing and responsible partners.
  • Support in setting up management and development work plans on corporate platforms.
  • Follow up to make sure timely operational and financial closure of global projects.
  • Support to procurement planning.
  • Review CAP/ACP submissions and provide comments and recommendations to CAP chair.
  • Collaborative arrangements with OHR to ensure effective delivery of HR services in compliance with corporate regulations and rules.
  • Support implementation of SDAs signed with central procurement and travel units to ensure effective delivery of procurement and travel services in compliance with corporate regulations and rules.
  • Provide advice and guidance to BPPS units on non-IC procurement process in NY and all procurement processes in BPPS outposted units, in accordance with SLAs wherever applicable.
 
3. Financial and Budgetary management:
 
  • Timely approval of project budgets in Atlas through the commitment control function based on valid supporting documents, proper use of accounts and accurate F&A set up.
  • In liaison with Strategy and Systems Management (SSM) Finance team follow up to clear contribution agreements, ensure timely receipts, monitoring of project level revenue and expenditures, requests for assignment of ASLs or transfer of cash from HQ to other departments.
  • Continuous monitoring and implementing actions to resolve issues related to unallocated, unbudgeted financial resources and cost-sharing and trust fund deficits. 
  • Efficient and effective performance of Manager Level 2 role in Atlas for approval of purchase orders and vouchers. 
  • Support in following up to external and internal audits and evaluations.
  • Support to effective quarterly/year-end closures. 
  • Preparation of analytical, management, and donor reports for assigned portfolio of projects.
 
4. Knowledge building and knowledge sharing:
 
  • Knowledge building and sharing with regards to operational business processes, 
  • Organization of the operations staff trainings, 
  • Synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks.
  • First entry point for interpretation of all operational matters and sharing with other staff in the assigned portfolio.
 
 

Competencies

Corporate competencies:
 
Innovation:
  • Ability to make new and useful ideas work.
Leadership:
  • Ability to persuade others to follow.
People Management:
  • Ability to improve performance and satisfaction.
Communication:
  • Ability to listen, adapt, persuade and transform.
Delivery:
  • Ability to get things done.
Technical/Functional
 
Primary
 
UN System:
 
  • Knowledge of the UN System and ability to apply to strategic and/or practical situations.  
 
Operational Efficiency:
  • Ability to identify and execute opportunities to improve operational efficiency
Financial Planning and Budgeting:
  • Ability to create and manage processes to achieve UNDP's long and short-term financial goals.
 
Financial Management:
  • Ability to create a process to achieve financial goals ;
Results-based Management:
  • Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results.
Secondary:
 
Knowledge Management:
  • Ability to efficiently handle and share information and knowledge.
Quality Assurance:
 
  • Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled.
 
 
 

Required Skills and Experience

Education:
 
  • A minimum of a Master’s degree or equivalent in either Public/Business Administration, Finance/Accounting or related fields.
 
Experience:
 
  • At least 5 years of professional work experience in operations management, including at least three years in a major national/international organization at manager/supervisor level, preferably in the field.
  • Experience and advanced knowledge of ERP systems.
 
Language Requirements:
 
  • Fluency in English, both oral and written, is required; 
  • Working knowledge of other UN official language is an asset.
 
Others:
  • Certification in financial management desirable.
  • Certification in project management desirable.
  • Certification in procurement management desirable.
 

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive 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.

This vacancy is now closed.
However, we have found similar vacancies for you: