The Project Operations Analyst will be responsible for the performance of the following duties and responsibilities:
Provision of Effective Procurement Service
- Guide and support project procurement planning and ensure timely and quality submission of inputs to BPPS Procurement portal.
- Guide and support procurement processes including preparation of RFQ/RFPs, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
- Support preparation of Purchase orders (PO) and contracts in Quantum.
- Collect and verify necessary information for update / creation of Supplier profiles in Quantum.
- Contribute to the preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
- Support preparation, dispatching and closure of Purchase Orders and undertaking timely corrective actions on POs with budget check errors and other problems.
- Maintain data on all procurement contracts and take timely actions for the renewals.
- Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control; proper functioning of a client-oriented procurement management system.
Ensure Finance and Budget Management:
- Maintain project shadow budget and commitments and produce quality financial reports for the CBi Programme Coordinator as may be required.
- Review project revenue and expenditures, monitor budget implementation, prepare, and enter project budget revisions as may be needed.
- Ensure timely preparation and submission of requests for payment.
- Prepare financial authorizations to enable financial transfers/allocations, provision of COAs, or other actions as needed to ensure smooth allocation/funds deployment processes.
- Facilitate clearance process for funding agreements, ensure full compliance with the corporately approved templates, and submit requests for new funds to GSSC.
- Periodically review project accounts and take corrective actions and resolve issues on exceptional transactions, including budget errors.
- Provide financial inputs for donor reports using relevant financial information from ERP.
- Keep up to date with new releases vis-à-vis UNDP regulations, and exchange information.
Ensure Effective Project Management and Coordination:
- Contribute to the corporate planning, monitoring, and reporting exercises as may be required.
- Contribute to the project’s knowledge management, strategic communications and partnership development efforts as may be required.
- Draft partnership agreements (MoUs, Development Services Agreements, Responsible Party Agreements, Low-Value Grants, etc.) and liaise with counterparts and relevant UNDP teams (e.g. the Legal Support Office, GPN Joint Directorate, BERA, OFRM, and BPPS Operations) to obtain necessary clearances and signatures.
- Prepare information for the CBi audit and provide follow-up/support to the implementation of audit recommendations as may be needed.
- Follow the established filing and archiving standards and procedures for CBi / SFH; organize, update and maintain all project/programme-related documents.
- Ensure proper digital filing of all CBi documents that must be retained in support of corporate policies.
Coordinate Travel and General Administration:
- Coordinate and process the official mission travel requests for CBi team members and external participants, including timely submission of Travel Requests and Travel Claims.
- Liaising with travel agencies on ticket reservations, issuance, amendment and cancellation.
- Coordinate with the SFH Project Management Support Team/IRH/GSSC on travel reconciliations.
- Guide CBi staff, personnel, and other stakeholders on applicable UNDP travel policies, practices and procedures.
- Serve as a primary internal focal point for the organization of meetings, workshops, trainings, conferences, retreats and any other special events organized by CBi.
Coordinate Human Resources Management Related Services.
- Support recruitment and onboarding of CBi local and international personnel, including submission of relevant documentation for creation of new positions, set-up interview processes and prepare interview reports, run reference checks and follow-up with GSSC on ongoing recruitment cases as may be needed.
- Coordinate timely extension and separation processes for CBi local and international personnel and ensuring timely submission of necessary forms and documentation to relevant UNDP teams.
- Manage recruitment of CBi interns and volunteers: draft TORs, request approvals, submit to OHR for posting, coordinate shortlisting, evaluation, and onboarding processes.
- Regularly monitor budget availability for the existing and new CBi positions and ensure timely submission of requests for COA modifications as may be required.
The incumbent may also perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Institutional Arrangement
The Project Operations Analyst will work under the direct supervision of the CBi Programme Coordinator and in close collaboration with the SFH Project Management Support Team.
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
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Cross-Functional & Technical competencies |
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| Thematic Area | Name | Definition |
| Business Management | Operations Management | Ability to effectively plan, organize, and oversee the organizations’ business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms. |
| Administration and Operations | Events management (including retreats, trainings and meetings) | Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
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| Administration and Operations | Travel policy and procedures | Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative
circulars and financial regulations and rules on travel-related matters |
| Finance | Budget Management | Ability to support budgetary aspects of work planning process, drawing and management of team budgets |
| Procurement | Procurement management | The ability to acquire goods, services or works from an outside external source |
| HR – Recruitment | Recruitment design and management | Knowledge of, ability to design and manage end to end recruitment processes
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Required Education, Experience, Skills and Competencies
Minimum Education requirements
Advanced university degree (master’s degree or equivalent) in Economics, Management, Finance, Business/Public Administration, or other related area is required.
OR
A first-level university degree (bachelor’s degree) in the above-mentioned field of study, 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
Applicants with Master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience.
Applicants with a bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional experience in operations, programme support and/or project management.
Required skills
Experience in the use of computers, IT software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages is required.
Desired skills in addition to the competencies covered in the Competencies section
- Experience in supporting procurement processes within the UN system is highly desirable.
- Experience in event management and travel arrangements is desirable.
- Experience in project budget management and reporting is highly desirable.
- Experience in handling ERP systems is an asset.
- Experience with human resources and payroll management is highly desirable.
Required Language (s):
Fluency in written and spoken English is required.
