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Programme Operations Analyst (IGT) (NPSA9)

Colombo

  • Organization: UNDP - United Nations Development Programme
  • Location: Colombo
  • Grade: NPSA-9, National Personnel Services Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Project and Programme Management
  • Closing Date:
Background
 
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
 
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.

UNDP is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 166 countries, working with them on their own solutions to global and national development challenges.

The United Nations Development Programme’s (UNDP) Flagship Portfolio on SDG16 on Peace, Justice and Strong Institutions (henceforth, the “portfolio”), aims to address governance deficits and strengthen the effectiveness of key institutions to deliver people-centered services. It also aims to build the space, capacity and trust for excluded and vulnerable groups to participate and inform policy- and decision-making, so that it meets their specific needs and interests.

The team will comprise of individuals with a wide set of skills and knowledge, including complementary technical expertise on inter-linked thematic areas of programming, and on monitoring, evaluation, knowledge management, communications and operations.

Under the overall supervision of the Portfolio Coordinator- SDG 16 portfolio, the Programme Operations Analyst is responsible for ensuring smooth operations of the different projects under the portfolio.  He/she is responsible for assisting with strategic financial management, efficient procurement and logistical services, and ICT and to ensure consistency of operations in accordance with UNDP rules and regulations. The incumbent supports the introduction of policies and methods to maximize the Programme performance in operations, demonstrating capacity for innovation and creativity and providing advice to the Project Managers, technical specialists and Operations team on readjustment of the operations to take into account changes in the operating environment as required. The Programme Operations Analyst will supervise the project associates/assistants of the SDG 16 portfolio.

She/He will support the coordination of staff working in the programme operations Unit (some may have a matrix reporting line to this position) and will work closely with the field-based project staff.  The Programme Operations Analyst will help build and maintain strong working relations with project partners including vendors and contractors, government counterparts and private sector and development partners. Reporting to the  Portfolio Coordinator - SDG 16. 

Duties and Responsibilities
 
Summary of Key Functions
  • Support in ensuring strategic direction of operations
  • Financial resources management
  • Efficient procurement and logistical services
  • Information and communication management
  • Common services organization and management, establishment of partnerships with other UN Agencies
  • Support other tasks relevant to portfolio operations as assigned by the supervisor  

As a member of the SDG16 portfolio team, support to ensure effective  coordination of operations of SDG 16 portforlio focusing on achievement of the following results:

  • Compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets, and monitoring achievement of results
  • Support the coordination of staff within the Operations Unit of SDG 16 portfolio.
  • Portfolio business processes mapping and establishment of internal Standard Operating Procedures in Finance, Human Resources Management, Procurement, Logistics and ICT services Results Management.
  • Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment
  • Knowledge building and sharing with regards to management and operations in the Programme, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice
  • Maintains a secure, reliable infrastructure environment for ICT and adequately plans for IT infrastructure for staff
  • Use of Atlas functionality for improved business results and improved client services
  • Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability

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

  • Accurate planning, forecasting and reporting of Portfolio income
  • Routinely monitors and flags financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions.

Ensures efficient procurement and logistical services management focusing on achievement of the following results:

  • Compliance with corporate rules and regulations in the field and management of the procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement
  • Management of the contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with UNDP rules and regulations.
  • Proper management of IGT assets, facilities and logistical services

Ensure team collaboration and supervision of project associates of SDG 16 portfolio

  • Establishment and maintenance of proper performance management and staff development systems for operations staff under direct supervision.
  • Manage and supervise Project Associates of SDG 16 portfolio to achieve expected results

Performing any other tasks assigned by the supervisor

Impact of Results

  • The key results will support the smooth functioning of the finance, procurement, recruitment, logistics, transport and administrative functions of the SDG16 portfolio, in accordance with UNDP policies and procedures.
Competencies
Core competencies: 
  • Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
  • Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
  • Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
  • Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
  • Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
  • Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
  • Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

People Management competencies: 

  • UNDP People Management Competencies can be found in the dedicated site.
Cross-Functional and Technical Competencies

2030 People Agenda

  • Gender Mainstreaming: UNDP's Gender Equality Seal Initiative

Business Management  

  • Results Based Management: Ability to manage programmes and projects with a focus at improved performance and demonstrable results
  • Resources Management: Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity
  • Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience

Audit and Investigation:

  • Audit and Investigation - General: Key concepts and principles of financial accounting, interpret financial analysis, managerial accounting, etc.
Required Skills and Experience
 
Education:
  • Master’s Degree in Business Administration, Finance, Project Management, Economics or other Social Sciences; or Bachelor’s degree with additional  two years of  relevant experience  will be given due consideration in lieu of a Master’s.  (Educational qualification should be from an accredited University)
Experience:
  • Master’s Degree with minimum (02) years of relevant progressively responsible work experience at the national and/or international level in the area of Operations Coordination and/or Management.
  • Minimum of two years’ of experience in coordinating large-value programme/project operations is an asset
  • Hands on experience in use of financial and procurement platforms is an asset
  • Minimum of two  years relevant experience of managing diverse teams will be an advantage
  • A minimum of two years' managerial experience working with multiple donor-funded projects would be advantageous.
  • Prior experience with UNDP/UN system or in development sector would be an advantage

Required Languages:

  • Demonstrates strong oral and written communication skills in English, along with Tamil and/or Sinhala

Professional Certificates

  • UNDP Certification in Procurement (Level II) required or else should acquire such certification within 3 months of assignment.
Note: This position is open for Sri Lanka nationals only.
 
Disclaimer
 
 
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.
 
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