Management Analyst, P2 UNCDF FMS, New York, USA – Temporary Appointment

The United Nations Capital Development Fund (UNCDF) is the United Nations’ flagship catalytic financing entity for the world’s 45 least developed countries (LDCs). With its unique capital mandate and focus on the LDCs, UNCDF works to invest and catalyse capital to support these countries in achieving the sustainable growth and inclusiveness envisioned by the 2030 Agenda for Sustainable Development and the Doha Programme of Action for the least developed countries, 2022–2031.

UNCDF builds partnerships with other UN organizations, as well as private and public sector actors, to achieve greater impact in development, specifically by unlocking additional resources and strengthening financing mechanisms and systems contributing to transformation pathways, focusing on such development themes as green economy, digitalization, urbanization, inclusive economies, gender equality, and women’s economic empowerment.

A hybrid development finance institution and development agency, UNCDF uses a combination of capital instruments (deployment, financial and business advisory and catalysation) and development instruments (technical assistance, capacity development, policy advice, advocacy, thought leadership, and market analysis and scoping), which are applied across five priority areas (inclusive digital economies, local transformative finance, women’s economic empowerment, climate, energy, and biodiversity finance, and sustainable food systems finance).

The Office of Finance and Management Services (FMS) is based in UNCDF Headquarters, New York along with out-posted staff across regional offices and multiple country locations. FMS works to enhance the institutional effectiveness of UNCDF through operational solutions, development of management policies, prescriptive content, and overall management of all operational, resource management and financial aspects of the organization.

FMS oversees policy adherence, safeguarding UNCDF Managing Director’s accountability through the Executive Secretary, while providing advisory, transactional services and support to UNCDF in its core functional areas.

It is comprised of the following functional units:

1.    Accounts and Finance Team
2.    Human Resources Team
3.    Procurement and Administration Team
4.    Information Technology Team

Position Purpose

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>

• 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.

• 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 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.

• 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.

• 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.

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 (insert up to 7 competencies)

Business Direction & Strategy: System 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 can impact on other parts of the system.

Business Management: Risk Management    

• Ability to identify and organize action around mitigating and proactively managing risks.

Business Management: Portfolio Management    

• Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment.

Business Management: Communication    

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Business Management: Operations Management    

• Ability to plan, organize and oversee the organization’s business processes in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanisms.

Procurement: Contract Management    

• Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Finance: Financial Planning and Budgeting    

• Ability to create and manage processes to achieve UNCDF’s long and short-term financial goals, including through planning, budgeting, forecasting, analyzing and reporting.