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Programme Support & Operations Analyst at UNDP Job Opening In Kenya, Kenya – Now Hiring Confidential

Programme Support & Operations Analyst at UNDP

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Job description

Job Description

The United Nations Development Programme (UNDP) is the United Nations’ global development network.

Headquartered in New York City, UNDP advocates for change and connects countries to knowledge, experience and resources to help people build a better life.

It provides expert advice, training, and grants support to developing countries, with increasing empha…


Programme Support & Operations Analyst

Duties and Responsibilities


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.


Ensures the elaboration and implementation of operational strategies focusing on the achievement of the following results: 

  • Full compliance of operations activities with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (STREAM, Integrated Financial Dashboard, Office Budget IWP) and monitoring of achievement of results;

  • Supervises collaboration arrangements with current and potential partners, and client relationship management system for resource mobilization purposes and appropriate operational partnership arrangements;

  • Reviews RH businesses processes mapping and operating environment and contributes to internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services;

  • Monitoring timely readjustment of the operations and provides inputs on legal considerations and risk assessment;

  • Ensures facilitation of knowledge building and sharing with regards to operations processes in the RH, highlighting lessons learnt/best practices and sound contributions to UNDP knowledge networks and communities of practice;

  • Supervises and approves Quantum use profiles ensuring total compliance with ICF.

    • Ensures the project quality assurances and monitoring functions, focusing on the achievement of the following results:

  • Development of indicators, monitoring and tracking of results of the various projects in the resilience hub, in close coordination with all business units of the regional programme for Africa;

  • Implementation of Project Quality Assurances (PQA) milestones, based on the Regional Programme for Africa guidelines;

  • Implementation of donor intelligence and partnerships mapping, using the UNDP online interfaces, including the Unity Platform on Quantum+;

  • Tracking of corporate milestones, reporting obligations and other program milestones related to donor funded project, to strengthen the reputation of UNDP.

    • Contribute to the financial resources management, in close coordination with the RSCA, and focusing on achievement of the following results: 

  • Implementation of proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations;

  • Performance of Level 2 Approving Officer in Quantum for voucher and Treasury transactions approvals, bank reconciliation, etc.

    Approval of pending disbursements as the “third authority” (checks, bank transfers, EFT), approval of bank reconciliations;

  • Management of cost-recovery mechanisms for RH services provided to projects and UN Agencies, including ensuring the preparation of proforma invoices for UN agencies;

  • Organization and oversight of RH cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site;

  • Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions.

    Provision of information to supervisors and other UNDP staff at HQ of the results of the investigation when satisfactory answers are not obtained;

  • Member of bank signatory panel.

    Transaction and stop payment approval on internet banking system;

  • All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.

    • Actively support efficientprocurement and logistical servicesfocusing on achievement of the following results: 

  • Resilience Hub compliance with corporate rules and regulations in the field and contributes to the elaboration of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e- procurement promotion and introduction, performance measurement, PROMPT;

  • Contributes to the elaboration of the Resilience Hub contract strategy including tendering processes and evaluation, guiding the management of contracts and contractor and legal implications;

  • Supervision of procurement processes and logistical services in accordance with UNDP rules and regulations, OA acting as Level 2 Approving officer in Quantum for Purchase orders approvals;

  • Proper management of UNDP assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the RH’s assets;

  • Will be the focal point for all OMT related activities such as HACT, Resilience Hub Audit, private sector due diligence, MOSS & MORSS and Common premises.

    • Actively supports common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:

  • Maintenance of coordinating machinery to assist in the implementation of activities on common services and implementation of the UN reform;

  • Implementation of harmonized approach to common services management with analysis of requirements and elaboration of proposals on common services based on best operational practices;

  • Research and identification of systems and applications for optimal content management, knowledge sharing, information provision and learning including e- registry, web-based office management system, etc;

  • Proper planning and tracking of common services budget and of Agencies contributions to the common services account.

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


    Competencies 


    Core Competencies

  • Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.

  • Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.

  • Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.

  • Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.

  • Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.

  • Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build and/or /maintain coalitions/partnership.

  • Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

    • Functional/Technical competencies


    Communication

  • Writing and Editing: Ability to create and/or edit written content in different UN languages.

    • Partnership Management 

  • Relationship Management: Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.

    • Business Direction and Strategy

  • Effective Decision Making: Ability to make decisions in a timely and efficient manner in line with one authority, area of expertise and resources.

    • Business Management: Portfolio Management 

  • Ability to select, prioritize and control the organization as 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

  • Partnerships Management: Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts, and others in line with UNDP strategy and policies.

    • 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 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.

    • Required Skills and Experience


    Education:

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

  • A first-level university degree (bachelor’s degree) in the above fields in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

    • Experience:

  • 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;

  • 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 Quantum is highly desirable;

  • Experience in providing operations and programme support functions to programmes and projects is an asset;

  • Excellent interpersonal and communication skills and experience working collaboratively in small and large multi-cultural teams within and across organizations is desired;

  • Previous experience with the UN is an asset.

    • Required Skill Profession

    Other General


    • Job Details

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