Operations Analyst - FTA (NOB)

This job description is a direct response to UNDP’s improved business model in Venezuela. It reflects a new office structure that has recently been put in place to support the vision expressed in an emerging portfolio of Country Office (CO) programme and to facilitate a more collaborative approach to work across the office and with external partners. This structure is also designed to provide the foundation for a new emphasis on sub-national level work, support higher delivery rates, and to transform UNDP into a learning organization and ‘fit-for-purpose’ to deliver on Agenda 2030 which in turn will support national staff and institutional capacity development. 

By supporting Venezuela’s State Governments to integrate the 2030 approach into their planning and budgeting processes, and the whole public policy cycle, UNDP advances inclusion and equality in the country. Also, as an engagement strategy, this is expected to allow new areas of joint work to be identified. Also, the CO has been tailoring localized integral solutions to specific sustainable development issues and is crafting methodologies and toolboxes to get those solutions ready to be deployed and escalated in other geographical areas. In addition, this work aims to take advantage of new sources of information relevant to the country's specific situation to improve the implementation of the 2030 Agenda.
 

Job Purpose

Under the guidance and supervision of the DRR (P & O), the Operations Analyst manages the operational team and is responsible for the effective delivery of operational services. These include the management of the CO’s logistics, finances, and human resources as well as the supervision of ICT and procurement services and the support to UN system common services consistent with the UNDP rules and regulations. 

The Operations Analyst as leader of the operations team in the CO, promotes a collaborative, client-focused, quality and results-oriented approach in the Unit. She/he ensures the smooth functioning of the CO/programmes/project operations, as well the consistent delivery of services performing ongoing analysis and readjustment of the operations taking into account emerging needs and changes in the UNDP office in Venezuela.

The incumbent also works in close collaboration with the programme team, HQs and Regional Centre staff, government counterparts (as partners) as well as the strategic planning analyst to ensure the successful implementation of programme policies, procedures and audit recommendations. 

1. Ensures the elaboration and implementation of operational strategies focusing on the achievement of the following results:

• Full compliance of operations activities with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring of achievement of results.
• Manages collaboration arrangements with current and potential partners, and client relationship management system for resource mobilization purposes and appropriate operational partnership arrangements.
• Analyzes CO business processes mapping and operating environment and contributes to internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services.
• Monitoring timely readjustment of the operations and provides inputs on legal considerations and risk assessment.
• Ensures facilitation of knowledge building and sharing with regards to operations processes in the CO, highlighting lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.
   

2. Manages and guides financial processes for the CO focusing on achievement of the following results:
 

• Implementation of proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations.
• Performance of Manager Level 2 role for voucher and Treasury transactions approvals, bank reconciliation. Approval of pending disbursements as the “third authority” (checks, bank transfers, EFT).
• Management of cost-recovery mechanisms for CO services provided to projects and UN Agencies, including ensuring preparation of proforma invoices for UN agencies.
• Organization and oversight of CO cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site.
• 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 of the results of the investigation when satisfactory answers are not obtained.
• Member of bank signatory panel. Transaction and stop payment approval on internet banking system.
• All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.

3. Manages the implementation of human resources processes and supervises HR focusing on achievement of the following results:

• CO compliance with corporate human resources policies and strategies.
• Optimal staffing of the office and projects.
• Timely recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management, OA performing the function of HR Manager in Quantum.
• Completion of proper performance management and staff development systems.
• Implementation of the Universal Access strategy on learning coordinating access of the staff to role appropriate learning activities.

• CO compliance with corporate rules and regulations in the field and contributes to the elaboration of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
• Contributes to the elaboration of the CO contract strategy including tendering processes and evaluation, guiding the management of contracts and contractor and legal implications. 
• Supervision of procurement processes and logistical services in accordance with UNDP rules and regulations, OA acting as Manager Level 2 for Purchase orders approvals.
• Proper management of UNDP assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the CO’s assets.

• Use of system functionality for improved business results and improved client services.
• Analyzes and identifies opportunities to ameliorate business processes into web-based systems to enhance efficiency and accountability and ensure the maintenance of a secure, reliable ICT infrastructure environment and adequate planning for recoveries.
• Research and identification of systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system, etc.

• Maintenance of coordinating machinery to assist in the implementation of activities on common services and implementation of the UN reform.
• Implementation of harmonized approach to common services management with analysis of requirements and elaboration of proposals on common services based on best operational practices.
• Proper planning and tracking of common services budget and of Agencies contributions to the common services account.

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 

UNDP People Management Competencies can be found in the dedicated site.