Operations Specialist

Since its establishment in 2004, the Joint UNDP-DPPA Programme on Building National Capacities for Conflict Prevention has been engaged in supporting national stakeholders and bridging the gap between political engagement and development assistance in pursuit of sustainable peace. In its current phase (Programme Document 2019-2023), the Joint Programme seeks to support the Member States to deepen their capacities and strengthen their systems and processes for conflict prevention and is accordingly designed to contribute to two mutually supportive outcomes:

Outcome 1:        Targeted initiatives and national capacities are more effectively contributing to conflict prevention and sustaining peace.

Outcome 2:        UN Country Teams are increasingly conflict-sensitive, have developed conflict-sensitive country strategies, and are leading partnerships on sustaining peace.

The Joint Programme currently deploys more than 120 international and national experts known as Peace and Development Advisors (hereafter PDAs). Based in 70 countries, PDAs are at the forefront of UN efforts to empower national stakeholders and strengthen mechanisms and capacities for inclusive dialogue, social cohesion, reconciliation, and national peace architectures. PDAs are deployed to countries where tensions or violence is escalating, and to countries where there is no violent conflict but underlying structural causes of conflict are present. In addition to deploying PDAs, the Joint Programme provides seed funding for small scale catalytic conflict prevention activities at the country level, as well as organizes different global events and retreats. The Joint Programme also manages a complex operation with the Advisors being deployed to Resident Coordinator offices but with UNDP Country Offices managing them operationally, as well as managing the seed funding provided.

In this context, and in line with the recommendations of the 2022 mid-term review of the Joint Programme, specific expertise is sought to bolster the operations of the Joint Programme. The Joint Programme operations now span across more than 70 offices worldwide, with two to four different financial authorizations being provided to each office. The volume of operational support required now warrants a full-time Operations Specialist. The Joint Programme is an innovative cross-pillar initiative that provides a dynamic working environment and opportunities to engage with a broad range of stakeholders and activities, including support to a unique cadre of international and national experts, working with UNDP at HQ, regional and country-level, engaging with different parts of the UN System, supporting the organization of events including with the presence of senior UN leadership, and the opportunity to design new and effective operational procedures for the successful implementation of the Programme.

The Operations Specialist will report to the Joint Programme Manager, and work in close collaboration with the Crisis Bureau Operations Specialist.

Position Purpose:

The Operations Specialist is responsible for the financial, administrative, and operational oversight of the Joint Programme and will support UNDP Country Offices managing Joint Programme resources at the Country level.

The key functions of the Operations Specialist will fall under the following categories:

1. Lead the implementation of operational strategies and policies for the Joint Programme
2. Lead efficient budget and operations management, ICF compliance, and effective management of Joint Programme project resources
3. Support Human Resources management, logistics, and knowledge sharing

Under the direct supervision of the Joint Programme Manager, the Operations Specialist will:

Lead the implementation of operational strategies and policies for the Joint Programme:

• Carry out budget and operations management in full compliance with UNDP regulations, rules and policies;
• Implement corporate operational strategies, including contribution to the establishment of management targets and monitoring of achievement of results;
• Continuously improve processes, contributing to the business processes mapping and establishment of internal standard operating procedures in budget, costing and resources management, procurement, and logistical services in compliance with UNDP internal control framework;
• Design and develop operational mechanisms and systems to enhance the efficiency of the implementation of the Joint Programme, regularly update the Programme’s Standard Operating Procedures (SOPs);
• Provide constant monitoring and analysis of the operating environment, advise on legal and other considerations and risks, and adjust operations accordingly;
• Provide support services to the Joint Programme team in NY and PDAs in the field based on operational needs and informed by the strategies and policies in place;
• Interface with GPN Operations and BMS on service provision, as necessary, for transactional support.

Lead efficient budget and operations management, ICF compliance, and effective management of Joint Programme project resources

• Ensure timely approval of project budgets in ERP based on valid supporting documents, proper use of accounts and accurate F&A setup;
• Coordinate corporate exercise of projections on resource mobilization, delivery and GMS revenue targets,
• In liaison with GPN Operations, BMS, GSSC, and legal support office, follow up to clear contribution agreements;
• Support to effective quarter-end and year-end closures;
• Follow up to make sure timely operational and financial closure for donors;
• Prepare donor reports;
• Manage the timely approval of PDA HR entitlements;
• Conduct exceptions/compliance reviews on the use of the project budget. Mitigate risks, identify issues and recommend solutions and system improvements;
• Assist data preparation, and coordination on the internal and external audits and evaluations of the Programme;
• Monitor financial/budget data including seed funding expenditures, identify issues and signal to the Programme Manager potential risks;
• Monitor the financial dashboard on key milestones of the Joint Programme.
• Advisory support to the joint programme project managers on budget and financial management.
• Provide financial review and clearance on proposal submissions;
• Conduct financial clearance on global projects for budget revisions

Support human resource management, logistics, and knowledge sharing

• Monitor PDA contract cycles and time-in-post, ensure timely communication with the managers, and issuance of financial authorizations to facilitate contract extensions;
• Prepare and issue financial authorizations for new recruitments;
• Support performance management compliance among the PDA managers;
• Ensure adequate operational support is provided to staff in the field, including equipment and communications;
• Lead the operational organization, logistics, procurement, travel needs of all Joint Programme events including PDA and Resident Coordinator Retreats, PDA inductions, and other thematic events;
• Lead the Joint Programme HQ-based procurement processes;
• Lead knowledge-sharing efforts on operational/finance business processes with PDAs, UNDP Country Offices, and other relevant stakeholders;
• Organize and facilitate Joint Programme operations briefing/training and meetings as required;
• Act as the first entry point for the interpretation of all operational matters and sharing with other staff in the Programme

Core - CoreBehaviouralCompetencies.pdf (undp.org)

Achieve Results:

• LEVEL 3:  Set and align challenging, achievable objectives for multiple projects, have lasting impact    

Think Innovatively:

• LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems   

Learn Continuously

• LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences

Adapt with Agility

• LEVEL 3: Proactively initiate and champion change, manage multiple competing demands

Act with Determination      

• LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results    

Engage and Partner

• LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration  

Enable Diversity and Inclusion

• LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity

Cross-Functional & Technical Competencies

Business Management

• Operations Management: Ability to effectively plan, organize, and oversee the organization’s business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms
• Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
• 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

                                     :  Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business Development

• Knowledge Facilitation: Ability to animate individuals and communities of contributors to participate and share, particularly externally

Finance

• Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budget.

2030 Agenda: Engagement & Effectiveness

• Effectiveness: Quality assurance of corporate data

Operations

• Financial and process innovation: Financial and business process engineering expertise required to innovate, design, change and implement new financial business models, financial instruments, financing opportunities, business processes, policies and procedures, and technological solutions

Required Skills and Experience

• Advanced university degree (master’s degree) or equivalent in either Public/Business Administration, Finance/Accounting, or related fields. In lieu of an advanced degree, a bachelor’s university degree with additional two (2) years of related experience will be given due consideration.

Experience:

• Minimum five (5) years of professional work experience or seven (7) years combined with a bachelor’s degree of progressively responsible experience in operations management, including at least two years in a major national/international organization. 
• Experience in operational management in the fields of development, peace, and security is desirable.
• Experience and advanced knowledge of ERP systems’ financial management modules is desired.
• Experience in UN System or with a multilateral organization is desirable.
• Experience in coordination and logistics support to activities and events is desirable.
• Certification/license in financial management, project management, and/or procurement management is desirable

Language

• Fluency in written and spoken English is required.
• Knowledge of another UN language is an advantage.

Other

• Qualified female candidates are especially encouraged to apply.