Operations Analyst

Background and Organizational Context

• UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet.
• UNDP invests in improving access to rights and services through strengthening effective, inclusive and accountable governing institutions, promoting a transparent, gender-sensitive and digitalized public administration with innovative solutions. UNDP focuses on the advancement rule of law and access to justice and facilitates people’s meaningful participation – in particular, women and youth – in decision-making to promote equality and social cohesion at local level.
• It serves as the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional and Country Office levels offers a spectrum of deep local knowledge to cutting-edge global perspectives and advocacy.
• Under the broader framework of the SDGs and in line with the UN Sustainable Development Cooperation Framework (UNSDCF), UNDP Belize continues to deliver on its key strategic priorities within its Country Programme for the period 2022-2026, namely: (i) Economic Resilience and shared prosperity, (ii) Safety and Security, (iii) Natural Resource Management and Resilience to Climate Change, (iv) Equality and Well-being.
• This strategic approach by UNDP to Belize to national development priorities aims to advance human development based on economic, social and gender inequalities; supporting effective governance and social protection; and enabling sustainable low-carbon trajectories (including climate change adaptation,) all supported by digital transformation and strengthened data.

Position Purpose

• Under the overall guidance and direct supervision of the Deputy Resident Representative (DRR), the Operations Analyst acts as an advisor to Senior Management on all aspects of Country Office (CO) management and operations. This includes strategic management of financial and human resources, efficient procurement and logistical services, ICT and common services consistent with UNDP rules and regulations. The Operations Analyst’s main role is to lead, constantly evaluate, and adjust the operations of the Country Office to ensure consistent services delivery and smooth functioning of the CO programmes and projects.
• The Operations Analyst leads and guides the (CO) Operations Team and fosters collaboration within the team, and with programme staff and other UN Agencies using a client-oriented approach. The Operations Analyst works in close collaboration with programme and project teams in the CO, Operations staff in other UN Agencies, UNDP HQ staff and Government officials to successfully deliver the country programme.
• 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.

Key Duties and Accountabilities

As a member of the CO management team, ensures the strategic direction of operations.

• Ensure full compliance of operations with UN/UNDP rules, regulations, policies, and Internal Control Framework (ICF).
• Implement corporate operational strategies. Establish management targets (BSC); and regularly monitor office performance indicators for achievement of results. Take timely corrective actions when required.
• Establish collaborative arrangements with potential partners and a client management system for appropriate management of partnerships and resource mobilization purposes.
• Ensure mapping of CO business processes, and establishment of internal Standard Operating Procedures (SOPs) for Finance, Human Resources Management, Procurement, ICT, Logistic, Protocol, Travel and Transportation Management Services.
• Support senior management in identifying and overseeing risks to ensure dynamic and effective risk management in the CO and to make more risk-informed and timely decisions. Monitor and analyze the operating environment; undertake risk analysis related to operations for discussion with the RR, as appropriate; and make timely readjustment of operations services, considering advice on legal considerations.
• Ensure systematic adherence to UNDP policies, procedures, and corporate guidance on enterprise risk management in the CO and at the project level. Participate in the appraisal of projects to provide operational input that includes formulating risk management plans and anticipating cost of risks during the project design phase.
• Ensure relevant colleagues and stakeholders from both programme and operations are consulted in the identification, costing, and management of risks for the programme, all projects, and portfolios in the office/unit when applicable.
• Ensure knowledge building and sharing about management and operations in the CO, coordination of staff learning needs, and consolidation of lessons learnt/best practices. And provide sound contributions to UNDP knowledge networks and communities of practice.

Ensure effective, risk-informed, and accurate financial resources management and supervision of the Finance team.

• Ensure proper planning of CO financial resources, tracking and recording of expenditures in compliance with IPSAS, and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations.
• Oversee the contributions management business process and accounting for contributions to ensure that the money due to UNDP is properly identified, consistently and uniformly classified, recorded on a timely basis, and received with sufficient supporting documentation.
• Perform appropriate delegations in ERP for voucher and Treasury transactions approvals and bank reconciliation. Approve bank reconciliations and pending disbursements as the “third authority” (cheques, bank transfers, EFT).
• Organize cost-recovery mechanisms for CO services provided to projects and UN Agencies that includes ensuring timely preparation of proforma invoices for UN agencies.
• Organize and provide oversight of CO cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management, timely accounting and reconciliation of all transactions, and security for cash assets on site.
• Monitor financial exception reports for unusual activities and/or transactions; and investigate anomalies or unusual transactions. Ensure appropriate CO and UNDP HQ staff are informed of the results of the investigation when satisfactory answers are not obtained.
• Serve as member of bank signatory panel.
• Ensure transaction and stop payment approval on internet banking system.
• Ensure all financial transactions are identified, recorded, and verified in compliance with IPSAS as outlined in the corporate policies and procedures.

Ensure strategic human resources management and supervision of the HR team.

• Ensure CO compliance with corporate human resources policies and strategies.
• Advise on optimal staffing of the office and projects.
• Provide oversight for recruitment processes and appropriate use of different contractual modalities in accordance with UNDP rules and regulations.
• Establish and maintain proper performance management and staff development systems, ensuring staff access to role appropriate learning activities.

Ensure provision of efficient procurement, logistical and administrative services, and supervision of the Procurement team.

• Ensure CO compliance with corporate rules and regulations related to procurement and logistics.
• Develop CO procurement strategies including sourcing, supplier selection and evaluation, quality control, customer relationship management, and supplier performance evaluation system.
• Develop CO procurement plan and ensure proper contract management, anticipating potential litigations.
• Oversee procurement processes and logistical services in compliance with procurement principles and guidelines.
• Ensure proper management of UNDP assets, facilities and logistical services, and administrative services, including full compliance with IPSAS during purchasing, utilization and disposal of the CO’s assets.

Ensure forward-looking information and communication management and supervision of ICT team.

• Ensure ERP functionality is used for improved business results and improved client services.
• Identify opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability.
• Maintain a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries. Update the ICT Disaster Recovery Plan regularly.
• Identify and promote different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry and web-based office management system, etc.

Ensure proper common services management and establishment of strong collaboration with other UN Agencies.

• Elaborate strategic approach for implementation of common services in line with the latest developments in common services and best practices.
• Ensure proper planning and tracking of common services budget and of Agencies’ contributions to the common services account.
• Contribute to Operations Management Team (OMT) activities including the area of risk management.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
• Supervisory/Managerial Responsibilities:  Supervise and manage UNDP Country Office operations staff

Requirements:

Education

• Advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Finance, Economics, 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.

Experience, Knowledge, and Skills

• Minimum of 2 years (with master’s degree) or 4 years (with bachelor’s degree) of relevant experience at the national or international level in providing management advisory services and/or managing operational systems and establishing relationships with international organizations and national governments is required.
• Experience in the use of computers, office software packages (MS Word, Excel, etc.), and web-based management systems such as ERP is required.
• Experience and good knowledge of accrual accounting, IPSAS or IFRS is highly desirable.
• At least 2 years of experience working with small offices with responsibility for procurement, human resources, finance and IT is desirable.
• Experience and knowledge of local market and laws is an advantage.
• Experience working with UN Agencies or other international organizations is desirable.

Language Requirements: 

• Fluency in English is required.
• Knowledge of another UN language is desirable.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/21130