Operations Specialist

The IF is envisioned as a vehicle providing catalytic funding that helps the UNDP and its partners better understand the dynamics of transformational, systemic change. This will entail not only a shift in the type of policy problems that the Facility addresses, but also how to think about understanding and engaging with these problems. This requires a shift from single point solutions that provide incremental improvement within an existing paradigm, towards an approach seeking to plant the seeds for an entirely new paradigm. The IF’s approach is based on the premise that if UNDP will be able to work simultaneously on developing a new supply (offers to governments based on a system transformation logic) and a new demand (interest from governments and donors to go beyond single point solutions), then it will be able to increase its development effects and leverage the Facility’s investments to attract new funding for joint efforts and R&D by development partners.

To deliver on this mission, the IF is supporting Country Offices with catalytic funding to implement so-called Deep Demonstrations.  These seek to build new capabilities for system transformation that provide a different logic to addressing complex development issues. So far the IF has supported two cohorts of Deep Demonstrations, with the second cohort still ongoing. In these Demonstrations, COs have deepened their understanding of complex policy issues, designed portfolios to engage with these, and in this process developed new systems capabilities.

The Strategic Innovation Unit is looking for an Operations Specialist to support the implementation and closure of Innovation Facility 2.0. 

Duties and Responsibilities:

Ensure effective project budget management:

• Resource management through planning, guiding, controlling of resources in accordance with UNDP rules and regulations; applies UNDP project results-based management concept, contribution to implementation of the effective internal controls;
• Proper planning and expenditure control of financial resources;
• Elaboration of cost saving and reduction strategies;
• Monitors application of income – liaising with the BPPS operations and UNDP Treasury; Ensures programming of funds into the budget;
• Ensures correct GMS setup and proper GMS collection in compliance with the UNDP cost-recovery mechanisms;
• Continuous review and analysis of budget implementation and budget management in Quantum;
• Preparation of periodic project delivery reports (monthly, quarterly, annual, on demand);
• Sets up and maintains document control procedures and a document filing system, including for supporting documentation for financial reviews, continuously integrating relevant new information/data;

Management of project financial resources:

• Full compliance with UNDP policies in cash management policies and procedures;
• Timely review of cash position to ensure sufficient funds for disbursements;
• Review and monitoring of project opening closing balances, income and expenditure levels;
• Elaboration of internal expenditure monitoring system;
• Review and analysis of the project accounts (vouchers, GL JEs, payroll transactions, etc.);
• Maintains the internal expenditures control system which ensures that vouchers processed are matched and completed; transactions are correctly recorded and posted in Quantum;
• Takes timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
• Creates payment and coordinate with Operations Specialist for approval in Quantum.
• Quality control and monitoring of financial reports to be submitted to donors, ensure compliance with corporate standards and correctness of financial information presented. Maintenance of a system for tracking and reporting on mobilized resources.
• Monitoring of bilateral agreements and delegation of authorities provided to different UNDP offices, and maintenance of a system for tracking and reporting on resources allocated to Country Offices.

Ensure Donor funds and reporting:

• Full compliance with UNDP rules, regulations, policies and strategies in the area of donor funds management, knowledge of UNDP partnership instruments enabling to provide advisory support to the project staff on donor reporting policies;
• Preparation/review of funding agreements in line with the UNDP policies and procedures
• Contributes to establishment of effective monitoring mechanism to ensure timely reporting to donors; collaborates with project specialists on requirements and deadlines;
• Leads preparation of financial reports to donors in line with UNDP rules/regulations, as well as analytical management summaries and various on-demand reports on utilization of programme resources; coordinates with donors on reporting; Prepare corporate, donor and government reports in line with the reporting schedule and UNDP and donor requirements.
• Maintains accurate information in Quantum for all work plan milestones;
• Ensure proper operational and financial closure of the project.
• Supports the Head of Project Management Support Unit in monitoring and facilitating compliance with management and administrative requirements from donors, including reviewing financial reports generated in Quantum, budget compliance and audit reports.
• Provides financial support to resource mobilization, maintaining information/databases on potential and actual donors, providing administrative information and editing support towards funding proposals.

Facilitate efficient recruitment and procurement processes:

• Facilitates recruitment processes in accordance with UNDP rules and regulations, collaborates with the Bureau of Management Services and the Office of Human Resources on staff position management processes;
• Coordinates procurement processes and ensures compliance with corporate rules and regulations, including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;

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

• Maintains and updates as requested legal procurement documents and tools
• Full compliance of procurement activities with UNDP rules, regulations, policies and strategies; implementation of effective internal control, proper design and functioning of a client/oriented procurement management system.
• Actively involved in business process mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows within GPN and with external stakeholders.
• Implementation of strategic procurement in the unit including sourcing strategy, supplier selection and evaluation, quality management, customer and supplier relationship management, e-procurement introduction and promotion, performance measurement
• Implementation of the LTA 601139, Strategic Innovation Advisory Services, Management utilization, approvals and processes of amendments/extensions as well as vendor relationships

Overall support to the management, implementation and audit preparations for the Innovation Facility 2.0: 

• Build flexibility into plans to adapt to evolving needs and challenges for continuous Strategic Planning
• Resource mobilization with external and internal stakeholders and coordination
• Documentation and proactive audit preparation, resolution of past, current and existing operational challenges and documentation of those for archive

Required Skills and Experience:

Min Education requirements:

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

Min years of relevant work experience:

• Minimum of 5 years’ (with master’s degree) or 7 years (with bachelor’s degree) of relevant experience in operations management is required.

Required skills:

• Professional experience in operations within the UN system
• Demonstrated experience in financial reporting, budgetary management, and procurement for development programmes.
• Progressively responsible administrative experience
• Experience and knowledge of UN business protocols
• Working knowledge of Quantum ERP system is an asset.
• Professional experience in UNDP is an asset.
• Experience in formulating Long Terms Agreements for Innovation Services is an advantage.
• Experience in managing donor funds and reporting is an asset.

Required Languages:

• Fluency in English is required.
• Working knowledge of another UN language is desired.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/25178