Management Analyst

Under the supervision of the Operation Specialist and the overall guidance of the Head, FMS, the Management Analyst implements the execution of programme finance, operational and procurement services including admin, travel, and asset management ensuring their effectiveness, transparency, and integrity. The Management Analyst promotes a client-focused, quality, and results-oriented approach, he/she works in close collaboration with the programme  and operations focal points in the regional offices, COs, and UNCDF FMS HQs staff for resolving Programmatic and operational-related issues and information delivery.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across  interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions,  teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration. <Job Purpose and Organizational Context>

Duties and Responsibilities

Ensure Effective Administration and implementation of operational strategies.

• Full compliance of operational activities with UN/UNCDF rules, regulations, policies, and strategies.
• Implementation of effective internal control, and proper functioning of a client-oriented system.
• Elaboration of proposals and implementation of cost-saving and reduction strategies in consultation with the Operation Specialist.
• Overseeing day-to-day administrative activities such as managing mails and correspondences, maintaining office supplies, and ensuring the smooth running of office equipment and assets.
• Provision of researched information and implementation of contract strategy and strategic procurement, including tendering processes, evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.
• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

Ensure provision of effective coordination of  the procurement process in HQ and the field offices. 

• Coordinate the preparation of procurement plans for the Practice areas including the Alliance Secretariat and monitor its implementation.
• Organize the procurement processes including preparation and conduct of RFPs or RFQs, receipt of quotations, bids, or proposals, coordinate the evaluation process, and negotiation of certain conditions of contracts in full compliance with UNDP/UNCDF rules and regulations.
• Review of procurement processes conducted by the Alliance team; submissions to the Contract, Asset, and Procurement Committee (CAP) and/or Advisory Committee on Procurement (ACP) as required.
• Implement the internal control system which ensures purchase orders are duly prepared and dispatched.
• Perform the role of a buyer in Quantum for procuring goods and services, which entails driving and coordinating the Sourcing process of procurement.
• Timely corrective actions on POs with budget check errors and other problems.
• Use and application of Quantum Negotiation in accordance with UNDP/UNCDF procurement policies.

Coordinate logistical and travel management in field offices and HQ.

• Coordinate quarterly travel planning and ad hoc travels.
• Management of travel requests and travel-related transactions while ensuring compliance with UNCDF/UNDP Travel policies such as preparing flight reservations, visa applications, security clearances, conference registration, etc..
• Ensure mission travels comply with UNDP/UNCDF guidelines and procedures. Facilitate and manage all approval processes.
• Provide guidance on all travel-related matters.
• Conduct reconciliation of travel and expense reports.
• Manage communication with the clients.
• Track event budget/expenditures.

Ensure effective management of financial and programme resources.

• Provide programme and finance support and ensure full compliance with the UNCDF operational framework in line with the UNCDF/UNDP rules, regulations, and policies.
• Provide guidance to Practice Areas including BTCA to resolve questions related to budgets exception.
• Follow up and review invoice from vendors and grant recipients according to the contracts.
• Create receipt, compile all supporting documents, and submit payment request to Finance Unit.
• Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues.
• Reconciliation of the Corporate Purchasing card account.
• Provide guidance to Programme Associates and Assistants on budget revision in Quantum.
• Upload and manage supporting documents for all transactions for auditing purposes.
• Support with audits and end year closing activities.

Facilitate knowledge building and knowledge sharing. 

• Provide sound contributions to knowledge networks, communities of practice, and digital knowledge platforms.
• Organize training for the operations/ projects staff on programme related matters in assigned areas.

Required Skills and Experience

Education:

• Advanced university degree (master’s degree or equivalent) preferably in Business Administration, Finance, Economic or related field. Or
• A first-level university degree (bachelor’s degree) in the areas stated above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree
• CIPS level 3 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year

Experience:

• Minimum two (2) years (with master’s degree) or 4 years (with bachelor’s degree) of progressively responsible procurement and administrative experience is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Advanced knowledge of automated procurement systems along with experience in handling of web-based management systems is desirable.
• Experience in procurement management in field offices (i.e. any UN country office or regional offices) is desirable.
• Experience and knowledge of UN/UNDP travel policies is considered is a plus.

Language Requirements:

• Fluency in both written and spoken English is required.
• Working knowledge of other UN languages is desired.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/18787