Operations Analyst, UNITLIFE, P-2 UNCDF Paris, France

Organization: UNDP - United Nations Development Programme


Background

UNDP/UNCDF is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP/UNCDF does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

 

I.  Organization Context

The UN Capital Development Fund makes public and private finance work for the poor in the world’s 46 least developed countries (LDCs). UNCDF offers “last mile” finance models that unlock public and private resources, both domestically and internationally, to reduce poverty and support economic development.

UNCDF’s financing models work through three channels: (1) inclusive digital economies, which connects individuals, households, and small businesses with financial eco-systems that catalyze participation in the local economy, and provide tools to climb out of poverty; (2) local development finance, which drives structural transformation of localities through policy and regulatory reform, fiscal decentralization, innovative municipal finance including project finance to unlock capital flows to the local level; and (3) investment finance, which provides catalytic financial structuring, de-risking, and capital deployment to drive SDG impact and domestic resource mobilization.

UNCDF uses a combination of grants, reimbursable grants, loans, guarantees and technical assistance to support early stage businesses, SMEs, projects, financial institutions and municipal investments. UNCDF’s use of loans and guarantees has been growing and there is now a higher ambition to make better and wider use of these financial instruments. Today the portfolio consists of approximately 25 transactions. UNCDF has also seen a strong increase in demand for its loan and guarantee services from other UN agencies, not least UNDP. In response to the need to deploy different kind of risk tolerant capital, a blended finance impact fund was launched by Bamboo Capital Partners, as the result of a joint initiative between UNCDF and Bamboo Capital. The fund, called BUILD, was incorporated in 2020 and UNCDF made an investment into the Fund in the beginning of 2021, and the Fund made it’s first investment in Q2 of 2021.

 

II.  Position Context

UNITLIFE is an innovative financing instrument hosted by the United Nations dedicated to the fight against chronic childhood malnutrition (stunting) in two priority areas:

  • reducing child stunting and other immediate effects of malnutrition and;
  • closing the gender gap in climate-smart agriculture.
UNITLIFE plans to introduce an innovative financing approaches and instruments including, but not limited to developing a voluntary micro-donations platforms for payment transactions, leveraging sports events and star power to drive social giving, and devising creative donation matching and revenue-sharing schemes with private partners. This is the underlying concept behind the application of innovative finance for UNITLIFE — shaving small amounts off targeted transactions and channel them towards development actions that respond to chronic malnutrition needs in developing countries. The funds raised through these instruments will be directly channeled to funding in high impact projects addressing the immediate effects and root causes of chronic malnutrition. Recognizing UNCDF’s expertise in development impact investments and partnerships in digital and traditional financial partners in both the public and private sector, UNCDF has been requested to host the Secretariat function of UNITLIFE in Paris, France in its initial phase of three years.
 
Working under the supervision and guidance of UNITLIFE Programme Manager, P-5 and with matrix reporting line to Head, Finance and Management Services (FMS) on all key operational, financial, and procurement matters, the incumbent ensures execution of transparent and efficient financial, administration and contract management services and processes, undertaken during programme implementation. He/she will work in close collaboration with the UNITLIFE Programme Manager and other UNITLIFE staff for resolving complex financial and operational issues and ensure full compliance of the programme’s financial and procurement activities with applicable rules and regulations.

The position will be based in Paris, France.

 

 

 

Duties and Responsibilities

III.  Main Tasks and Responsibilities
 
Summary of key functions:
  • Ensure implementation of operational strategies focusing on achievement of the strong operational performance for the UNITLIFE programme;
  • Ensures efficient implementation of the UNITLIFE programme;
  • Ensure efficient operational support to the UNITLIFE programme and financial management of the project activities;
  • Responsible for all logistical, office and asset management and conference services to the UNITLIFE programme office/project team;
Detailed Job Roles and Responsibilities:
 
Ensure implementation of operational strategies focusing on achievement of the following results:
  • Full compliance of project activities with respective rules, regulations, policies and strategies; elaboration of the project-specific effective internal controls and procedures;
  • Provide inputs to business processes mapping and elaboration/establishment of internal Standard Operating Procedures;
  • Elaboration and implementation of cost saving and reduction strategies;
  • Implementation of contract management strategy, including development of terms of reference, scope of works and other technical specifications for goods/services sought to be procured, support to tendering processes and evaluation, contractor appraisal, participate in evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment in close consultation with UNCDF’s Management Support Unit.
Ensures efficient implementation of the UNITLIFE programme, focusing on achievement of the following results:
  • Timely and proper preparation of programme implementation, Recruitment, Travel and Requisition plan for the programme, dynamic monitoring of the implementation, taking timely remedial action, as and when required, in close collaboration with the programme manager;
  • Ensure budget availability in order to cover the obligations made by the programme prior to raising any commitments;
  • Employ rigorous standards regarding fairness, integrity, transparency, effective competition and best value for money in all logistic, decentralized procurement and contracting activities;
  • Support the preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP), for goods and services procured;
  • Manage procurement contracts and, upon delegation of responsibility, perform the functions of Buyer in Atlas (ERP System). In performing this function, ensures that Purchase Orders (PO) are duly prepared and dispatched. Timely corrective actions are taken on POs with budget check errors and other problems;
  • Ensure all transactions are timely submitted to FMS and relevant approving managers for approval along with full supporting documentation.  Providing timely response to queries and making necessary adjustments as per advice received from FMS;
  • Coordinate shipping, delivery and logistical arrangement of purchased goods and equipment. Liaise with clients to ensure quality control, specification conformity, volume assessment, monitoring and verification of deliveries.
Ensure efficient operational support to the programme and finance management of the project activities, focusing on the following results:
  • Oversee the successful organization of special events, conferences and meetings;
  • Prepare quarterly reports on the status of the overall project logistics, procurement and contracting processes;
  • Produce quality financial reports as per UNITLIFE and UNCDF’s donor regulations and contractual obligations;
  • Provide support to audit missions, including reviewing the terms of reference and following up on audit reports;
  • Assisting programme manager in preparing annual workplans, budget revisions and monitor budget utilization;
  • Monitors timely readjustment of the operational and procurement matters in collaboration with HQ, and provides inputs on legal considerations and risk assessment;
  • Ensures facilitation of knowledge building and sharing with regards to operations processes.
Responsible for all logistical, office and asset management and conference services to the UNITLIFE programme office/project team.
  • Oversee the successful organization of special events, conferences and meetings;
  • Prepare quarterly reports on the status of the overall project logistics, procurement and contracting processes;
  • Coordinates with UNCDF´s operations teams through regular exchanges, troubleshoots problems when needed;
  • Ensure UNITLIFE project activities are in compliance with internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services;
  • Facilitate onboarding of key project personnel, ensure adequate performance management and leave monitoring systems are set up and functioning;
  • Ensure that travel of project personnel is administered in line with respective rules, regulations and standard operating procedures;
  • Proper management of UNCDF assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the organization assets.
Impact of Results:
The key results and functions outlined above for Operations Analyst will have a substantive impact on the overall economy, efficiency, and effectiveness of UNITLIFE project operations as it relates to the use of corporate resources in the following areas: Operational strategies; financial services; procurement and logistical services; ICT; Office and premises management and common services.of key functions:
  • Ensure implementation of operational strategies focusing on achievement of the strong operational performance for the UNITLIFE programme.
  • Ensures efficient implementation of the UNITLIFE programme.
  • Ensure efficient operational support to the UNITLIFE programme and financial management of the project activities.
  • Responsible for all logistical, office and asset management and conference services to the UNITLIFE programme office/project team.
Detailed Job Roles and Responsibilities:
 
Ensure implementation of operational strategies focusing on achievement of the following results:
  • Full compliance of project activities with respective rules, regulations, policies and strategies; elaboration of the project-specific effective internal controls and procedures;
  • Provide inputs to business processes mapping and elaboration/establishment of internal Standard Operating Procedures;
  • Elaboration and implementation of cost saving and reduction strategies;
  • Implementation of contract management strategy, including development of terms of reference, scope of works and other technical specifications for goods/services sought to be procured, support to tendering processes and evaluation, contractor appraisal, participate in evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment in close consultation with UNCDF’s Management Support Unit.
Ensures efficient implementation of the UNITLIFE programme, focusing on achievement of the following results:
  • Timely and proper preparation of programme implementation, Recruitment, Travel and Requisition plan for the programme, dynamic monitoring of the implementation, taking timely remedial action, as and when required, in close collaboration with the programme manager;
  • Ensure budget availability in order to cover the obligations made by the programme prior to raising any commitments;
  • Employ rigorous standards regarding fairness, integrity, transparency, effective competition and best value for money in all logistic, decentralized procurement and contracting activities;
  • Support the preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP), for goods and services procured;
  • Manage procurement contracts and, upon delegation of responsibility, perform the functions of Buyer in Atlas (ERP System). In performing this function, ensures that Purchase Orders (PO) are duly prepared and dispatched. Timely corrective actions are taken on POs with budget check errors and other problems;
  • Ensure all transactions are timely submitted to FMS and relevant approving managers for approval along with full supporting documentation.  Providing timely response to queries and making necessary adjustments as per advice received from FMS;
  • Coordinate shipping, delivery and logistical arrangement of purchased goods and equipment. Liaise with clients to ensure quality control, specification conformity, volume assessment, monitoring and verification of deliveries.
Ensure efficient operational support to the programme and finance management of the project activities, focusing on the following results:
  • Oversee the successful organization of special events, conferences and meetings;
  • Prepare quarterly reports on the status of the overall project logistics, procurement and contracting processes;
  • Produce quality financial reports as per UNITLIFE and UNCDF’s donor regulations and contractual obligations;
  • Provide support to audit missions, including reviewing the terms of reference and following up on audit reports;
  • Assisting programme manager in preparing annual workplans, budget revisions and monitor budget utilization;
  • Monitors timely readjustment of the operational and procurement matters in collaboration with HQ, and provides inputs on legal considerations and risk assessment;
  • Ensures facilitation of knowledge building and sharing with regards to operations processes.
Responsible for all logistical, office and asset management and conference services to the UNITLIFE programme office/project team.
  • Oversee the successful organization of special events, conferences and meetings;
  • Prepare quarterly reports on the status of the overall project logistics, procurement and contracting processes;
  • Coordinates with UNCDF´s operations teams through regular exchanges, troubleshoots problems when needed;
  • Ensure UNITLIFE project activities are in compliance with internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical and ICT services;
  • Facilitate onboarding of key project personnel, ensure adequate performance management and leave monitoring systems are set up and functioning;
  • Ensure that travel of project personnel is administered in line with respective rules, regulations and standard operating procedures;
  • Proper management of UNCDF assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the organization assets.
Impact of Results:
The key results and functions outlined above for Operations Analyst will have a substantive impact on the overall economy, efficiency, and effectiveness of UNITLIFE project operations as it relates to the use of corporate resources in the following areas: Operational strategies; financial services; procurement and logistical services; ICT; Office and premises management and common services.
 
 
 
 

Competencies

Core Compentencies

  • Innovation: Ability to make new and useful ideas work;
  • Leadership: Ability to persuade others to follow;
  • People Management: Ability to improve performance and satisfaction;
  • Communication: Ability to listen, adapt, persuade and transform;
  • Delivery: Ability to get things done while exercising good judgement.

Technical/ Functional Competencies:

  • Operations and programme Management;
  • Financial Reporting and Analysis: Budget Management;
  • Operational Efficiency: Ability to identify and execute opportunities to improve operational efficiency;
  • Innovation and Marketing New Approaches;
  • Job Knowledge and Technical Expertise.

Required Skills and Experience

Education:
  • Advanced university degree (Masters equivalent) in accounting / auditing / finance, economics, business administration or other related field is required. 
Qualifications and Experience:
  • Minimum of two (2) years of professional experience in finance and/or operations, procurement management is required. 
  • Previous professional level experience in large international organizations is preferred.
  • Professional certifications in accounting, procurement, project management are highly desirable.
  • Previous Experience in technical assistance programmes/projects is preferred.
  • Familiarity and strong know-how with the UN procedures and experience with web-based ERP system is highly preferred;
  • Excellent interpersonal and task management skills desirable.
  • Strong Client-oriented service; ability to work under pressure, with strong delivery orientation desirable.
  • Previous professional experience in a developing country is preferred.
Language(s):
  • Full professional level fluency, both oral and written in both English and French  languages are required.
 

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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