Business Operations Analyst (Two Positions)

Background

Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

Office/Unit/Project Description 

The United Nations Development Programme (UNDP) Office of Information Technology and Management (ITM) plays an essential role in delivering high-quality ICT systems and Green Energy services to a global network of over 170 countries, partners, and territories with UNDP presence. The mission of the ITM Smart Infrastructure Services (SIS) is to create smart facilities, build local capacity, and inspire movements to ensure efficient and sustainable management of technologies in alignment with the Sustainable Development Goals (SDGs). 

The Smart Facility solutions encompass a range of services, including Green Energy, Connectivity, Security, IoT, and Data management. The ITM framework emphasizes best practices to deliver resilient and sustainable business solutions, fostering innovation throughout the organization.

The Service Delivery team acts as the first responder to the needs of country offices, supporting ICT and Green Energy projects from procurement, logistics, and finance perspectives. This team collaborates closely with colleagues globally to address operational challenges in energy and ICT infrastructure.

Given the high volume of activities within the Service Delivery unit, the finance and administrative responsibilities require dedicated professionals to meet the demands of UNDP offices, partner agencies, and vendor expectations efficiently and effectively. The Business Operations Analyst plays a pivotal role in this context, focusing on procurement requests while also engaging in supply chain operations and strategic initiatives such as stakeholder and change management, pricing, budgeting, and documentation. Continuous process improvement is a key aspect of this role, achieved through collaboration with team members and other departments.

Scope of Work

Under the supervision of the Operations Specialist, the Business Operations Analyst will perform the following tasks:

Provide Procurement Services:

• Plan, initiate, and manage procurement projects of varying complexity using the unit’s order management processes and platforms (UNall case Management platform and Quantum ERP) – encompassing Request for Quotations (RfQ) based on Long Term Agreements (LTAs) to open, international competitive processes such as Invitation to Bid (ITB) or Request for Proposals. 
• Continuously build knowledge and improve processes to create value for the organization and comply with rules and regulations
• Contribute to procurement planning, contract management, and stakeholder relations 

Provide Business Operations Services: 

• Act as business partner for Service Owners and Project Managers to analyze, advise, and ultimately add value to Smart Facility service offerings from a procurement and financial perspective. Depending on the needs of  the service or project this may entail:
• Strategy development, risk analysis and mitigation
• Financial reporting, budgetary planning and pricing
• Change management, documentation and communication
• Stakeholder management  

Ensure Cross-functional support across Service Delivery tasks:

• Support the Operations Specialist with cost recovery, reconciliation, budgeting and reporting: support and coordinate all CO and Partners requests; 
• Continuous enhancement of the ICT strategic framework with proper Knowledge management efforts and Organization of Webinars to share Knowledge.  
• Contribute to the enhancement of the unit’s processes and order management platform (UNall and Quantum) to improve workflow efficiciency, and ease end-user experience;
• Support other roles in the Service Delivery team: General business operation functions in the unit include finance, procurement, human resources, knowledge management and further administrative duties. Ability to work with a variety of tasks and in project management mode for completion of special projects; 

Facilitate knowledge and capacity building and knowledge sharing 

• Identify, synthesize and document best practices and lessons learned that are generated from the project and implementing partners. 
•  Participate in and ensure sound contributions to knowledge networks and communities of practice on project related issues. Support establishment of knowledge platforms for the project, facilitate innovative mechanisms for dissemination of knowledge from the project, and develop knowledge  resources and products to share with project partners and to support UNDP’s engagement in this area. 

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

• The candidate will be directly reporting to the Operations Specialist; 
• The Global ICT Advisor has the overall responsibility to guide both the Operations Specialist and the Business Operations Analyst;

Expected Demonstration of Competencies

Core Competencies

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 

Data analysis: Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making

Procurement management: Ability to acquire goods, services or works from an outside external source

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

Financial planning and budgeting: Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting

Financial risk management: Ensures financial resilience through proactive assessment of risk, implementation of controls and taking mitigating action. Understands risk and reward in relation to collaborative and commercial projects. Ensures a culture of positive risk management”

Information and Technology Strategy: Knowledge of developing and implementing ICT strategy, portfolio and project management services, governance, and policies. Knowledge of project management principle. PMP or PRINCE2 certification of equivalent desirable

Systems Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element an impact on other parts of the system

Required Education, Experience, Skills and Competencies

Minimum Education requirements

• Advanced university degree (Master’s Degree or equivalent) in Management, International Business, Development Studies or related field is required. 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.

Minimum years of relevant work experience

• Minimum of two (2) years with (with master’s degree) or four (4)  years (with bachelor’s degree) of relevant work experience within project management, finance and/or procurement related activities is required

Required skills and Competencies

• Experience and knowledge in the areas of administration, project management; procurement, finance, such as purchasing, supply chain, account receivables/payables, financial reporting and reconciliation  or pricing/budgeting is required;
• Demonstrated ability to compile and analyze technical and financial data, and produce reports and key figures for decision-making is required;
• Understanding and experience delivering Managed ICT and Green Energy services is required;

Desired skills in addition to the competencies covered in the Competencies section

• Expertise in managing strategic vendor relationships;
• Experience in utilizing data visualization tools to create dashboards that enhance operational insights;
• Proven experience in developing and implementing strategies to improve customer satisfaction and expand service offerings;
• Oracle CRM/ERP system knowledge will be an advantage;
• Experience and knowledge of “ServiceNow” platform is desired;
• UN experience will be an advantage;

Required Language (s): 

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

Professional Certificates

• CIPS 2 will be an added advantage

Disclaimer

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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