Programme Operations Analyst

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Description

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The Programme Operations Analyst will coordinate the Sustainable Energy Hub with day-to-day operations, including programme implementation, human resources, administration and financial resources management, knowledge management, and communications. 

The Programme Operations Analyst will report to the Sustainable Energy Hub and coordinate with the other BPPS teams as needed.

Effective coordination of programme planning and implementation

• Provides support to the programme/project management in day-to-day coordination, and timely implementation of activities; 
• Gathers, compile sand processes data and information from diverse sources in relation to the work of the Unit;
• Contributes in drafting and developing the necessary reports relevant to the fulfillment of the required monitoring & evaluation activities; including preparing, gathering and tracking indicators, data and inputs; 
• Organizes Team meetings and support sin preparation of meeting minutes
• Identifies and escalates project related issues, proposing and contributing to the development of solutions and business improvement and business processes mapping
• Undertakes further research activities as required

Provide effective Human Resources management services 

• Manages HR processes, including support to preparation of relevant documents and facilitation of hiring process, preparation of contracts/extensions as needed.
• Coordinating onboarding/separation process of relevant personnel
• Provides guidance to relevant personnel, whereby liasing with GSSC and other relevant units regarding issues raised to find out solutions
• Ensures compliance with UNDP HR Regulations and Rules

Ensure effective administration and financial resources management services 

• Manages travel/mission arrangements and preparation of travel and expenditure claims;
• Manages procurement processes, including preparing documentation for review, preparing draft reports and procurement plans, and requests for contracts/amendments as needed, etc. in line with UNDP’s rules and regulations;
• Provides support in the coordination and organization of events, workshops, meetings, webinars, round-tables and publication launches;
• Creates and maintains project databases, including relationship databases;
• Establish a well-designed filing system and maintain files and documentation in good order;
• Drafts routine correspondence and communications;
• Ensures flow of information and dissemination of materials amongst project team, and other partners;
• Backstops procurement processes, including preparation of CAP and ACP submissions;
• Backstops Director’s schedule management if needed;
• Provides support in other administrative, organizational and logistical tasks, as required. 
• Contributes to financial resources management, such as preparation of financial reports and budgets as might be needed, review payment requests from vendors, completeness of supporting documents, assisting in obtaining necessary clearances and authorizations, and ensuring payments are effected promptly.
• Ensures compliance with UNDP Financial Regulations and Rules, and the Internal Control Framewor

Facilitate Knowledge Management & Communications 

• Prepares reports synthesizing lessons learnt and good practices;
• Contributes to and administers events pertaining to UNDP knowledge networks; 
• Facilitate the development of training, learning materials and activities if needed;
• Facilitate other knowledge management and communications tasks, as required.

Institutional Arrangement

• The incumbent will work from his/her home-base;
• The incumbent will carry out his/her tasks under the overall guidance of the Director of the Sustainable Energy Hub based in New York, USA;
• The incumbent will report regularly via email and Teams platform to the Director of the Sustainable Energy Hub;
• The incumbent will be given access to relevant information necessary for the execution of the tasks under this assignment; 
• The incumbent will be responsible for providing her/his own working station (i.e. laptop, internet, phone, scanner/printer, etc.) and must have access to a reliable internet connection; 
• Given the global consultations to be undertaken during this assignment, the incument  is expected to be reasonably flexible with his/her availability for such consultations taking into consideration different time zones;

Minimum Qualifications of the Successful IPSA

Min. Academic Education          

• Advanced university degree (Master’s Degree or equivalent) in Business or Public Administration, Economics, Political Sciences, Social Sciences or other related field; or
• A first-level university degree (bachelor’s degree) in the areas mentioned above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Min. years of relevant Work experience             

• A minimum of 2 years (with master’s degree) or 4 years (with bachelor’s degree)  of recent professional work experience in budgeting and financial resources management, project management and/or administrative services management functions.

Required skills  

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required; 
• Experience in handling web-based management systems and ERP financialsis required.
• Prior experience at the UN, or at similar international or bilateral organizations in the area of procurement. 

Desired additional skills             

• Experience in supporting knowledge management activities, communications, content writing and content editing will be an advantage;
• Experience in organizing complex or high-profile events, workshops or webinars will be an advantage. 
• Experience working with UNDP and familiarity with its Programme and Operations Policies and Procedures, and its Financial Regulations and Rules is highly desirable.
• Experience working with Quantum is desirable.
• Working knowledge of other UN official languages is an asset.

Required Language(s) (at working level)             

• Fluency in English, both oral and written, is required.
• Working knowledge of another UN language is an asset.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/18579

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