Operations Associate New York, United States

Website UNDP

Job Description

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.

The United Nations Office for South-South Cooperation (UNOSSC) was established to promote, coordinate and support South-South and triangular cooperation globally and within the United Nations system. UNOSSC, hosted by UNDP since 1974, was established by the UN General Assembly with a mandate to advocate for and coordinate South-South and triangular cooperation on a global and UN system-wide basis. The UNOSSC mainstreams South-South cooperation across the UN system and throughout the international development community by leveraging its global reach as well as its policy and institutional capacities to assist UN agencies and developing countries in strengthening their South-South cooperation capacities. For the same token, it serves as the secretariat to the High-level Committee (HLC) on South-South Cooperation and manages the United Nations Fund for South-South Cooperation, the Pérez-Guerrero Trust Fund for South-South Cooperation, India, Brazil and South Africa Facility for Poverty and Hunger Alleviation, and the India-UN Development Partnership Fund.

In accordance with the 2021 UN Secretary General’s report of the UNOSSC there are new concrete measures undertaken by the United Nations development system to expand its support to South-South and triangular cooperation initiatives of Member States at the global, regional and national levels, including implementation of the recommendations contained in the Buenos Aires outcome document of the second High-level United Nations Conference on South-South Cooperation (BAPA+40) and contributions to global efforts to tackle the coronavirus disease (COVID-19) pandemic.

It is in this context that the UNOSSC will endeavor to restructure and center its work around 4 pillars: (i) Intergovernmental Support and UN System Coordination; (ii) Knowledge Management; (iii)Trust Fund and Project Management; (iv) Programme Support.

Position Purpose

The UNOSSC, is responsible for supporting intergovernmental political process in South-South and triangular cooperation and mainstreaming South-South and triangular cooperation across the UN system and assisting developing countries in strengthening their capacities to manage, design and implement South-South and triangular cooperation policies and initiatives through the identification, sharing, and transfer of successful Southern generateddevelopment solutions. In this context and under the guidance and direct supervision of the Operations Specialist, the Operations Associate provides programme support and administrative services of the UNOSSC deliverables, and operations. This includes programme support in data, financial management, and financial reporting support. The Operations Associate promotes a client-oriented approach, in the framework of UNDP policies, rules and regulations.

In close collaboration with policy, programme, operations and project teams in the UNOSSC, the Operations Associate identifies and helps resolve bottlenecks, clarifies and interprets procedures, and escalates complex programme and administrative issues as needed.

Likewise, s/he will facilitate trainings updating staff on emerging programme support/operational updates.

Duties and Responsibilities

Support to implementation of operational strategies, adapting processes and procedures of the UNOSSC project portfolio/Trust Funds
Full compliance with UN/UNDP rules, regulations, and policies of operational activities, recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented operations management system;
Contribution to UNOSSC business processes mapping and elaboration of the content of internal Standard Operating Procedures in operations areas;
Support elaboration of proposals and implementation of cost saving and reduction strategies in consultations with BMS;
Support internal Office management including work planning, info management, documentation of SOPs etc.;
Backstop other Operations team members as required. • Administer and maintain HACT share-point site for implementing partners/responsible parties;
Ensure completeness of information and compliance with corporate deadlines for submission of HACT related documents;
Coordinate timely submission of HACT related assessments and assurance plans;
Review findings of spot-checks and audits and coordinate with the teams preparation of action plans;
Coordinate procurement of services for conducting spot-checks and audits of UNOSSC implementing partners/responsible parties; and
Support UNOSSC management in monitoring of compliance with HACT requirement and proactively alerting management of any potential risks observed.
General operational and administrative support to the Operations Unit and revenue reporting requirements
Organizes and prepares agendas and minutes of unit meetings and tracks follow-up actions;
Coordinates and writes sections of briefing materials and reports for meetings and missions for staff, including research work to prepare briefing materials as applicable;
Processes official Unit Mission Travel Requests, including timely follow-up action on medical/security clearance, claims, signatures as appropriate and ensuring preparation of the necessary documents in Quantum, collaborating with operational teams as needed;
Monitors all travel-related payments as required;
Provides administrative and logistical support for donor meetings, country/region specific meetings, workshops, trainings, conferences, retreats and any other special events organized by Unit;
Provides inputs into the unit’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Backstops procurement processes, including preparation of CAP and ACP submissions;
Backstops unit members on programme management during absences and mission travel;
Serves as the Unit’s liaison person for all interactions with BMS on all programme and operational support;
Research and retrieval of statistical data from internal and external sources, preparation of statistical charts, tables, reports;
Support clean-up and transition activities and transactions, including old projects closure, closure of long outstanding travel transactions, preparation to new ERP implementation;
Maintenance of a good and organized document management system necessary for audit purposes.
Prepares information for the audit of projects and follow-up/support to the implementation of audit recommendations
Provides support in the management of strategic partnerships and implementation of the resource mobilization strategy focusing on achievement of the following results:
Support in the implementation of the partnerships and resources mobilization strategies, preparation of financial reports.
Analysis support of information on partners (Inc. Donors), support to the preparation of partner profiles and database, establishment of contacts with TF counterparts.
Track and reporting on resources mobilized and partnerships established.
Knowledge Management Support and Facilitation
Support to Operations team on technical matters and strengthening of team performance through knowledge sharing.
Participation in all relevant UNDP and external trainings.
Drawing together synthesis reports of lessons learnt and best practices; and
Contribution to UNDP knowledge networks and communities of practice.

Competencies

Core Competencies – UNDP Core Competencies can be found here.

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Business Management

Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Business Management
Digital Awareness: Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.
Operations Management: Ability to effectively plan, organize, and support the management of business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms.
General (across the functions)

Event planning and execution (Administration and Operations): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Programme and Policy Effectiveness

Project Quality Assurance
Finance

Audit (General): Understands how regulations and professional standards in internal and external audit underpin audit work in the public services. Understands the key stages of audit work, including planning, documentation, testing and reporting. Ability to examine and verify accounts and records. Understands wider mechanisms for assurance and scrutiny. Understands the law and best practice relating to antibribery and corruption controls and the fraud risks faced by public bodies.

Required Skills and Experience

Education:
Completion of Secondary Education with specialization in procurement and IT is required or University Degree (Bachelor) in Business or Public Administration will be given due consideration
Experience:
Minimum 7 years with Secondary Education or 4 years with a Bachelor’s Degree of progressively responsible administrative, programme experience is required at the national or international level preferably in the context of a multilateral development organization.
Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling web-based management systems and data extraction tools highly desirable.
Experience working with development programme management dashboards is highly 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.

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