ABOUT THE COMPANY:

UNDP works in about 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results.

JOB SUMMARY

UNDP is 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, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy.

In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan. Working in support of the Regional Bureaus, the GPN also aims to provide rapid and integrated support to UNDP country offices, combining policy advice, technical expertise, financial resources, agile tools and procedures, and partnerships.

Within the GPN, the Crisis Bureau guides UNDP’s corporate crisis and fragility-related strategies and vision for crisis prevention, response and recovery and lead corporate support in response to crisis.

Support to country operations is coordinated by the Country Support Management Team (CSMT), working closely within the GPN, with the GPN Crisis and Fragility Policy and Engagement Team, the GPN SDG Integrator Team and GPN technical teams.

The overall goal of the CSMT is to ensure strong, coherent, and coordinated support to country offices (Cos), as it relates to crisis and fragility, within the full spectrum of the GPN’s service offer.

The CSMT steers the effective interaction of GPN Teams, Regional Bureau/Regional Hub and CO counterparts for integrated country support. It ensures that UNDP corporate support is provided before, during and after crises (in line with UNDP Standard Operating Procedures during the response phase).

The CSMT aims to provide regular analytical updates in consultation with Regional Bureaus to support early warning and early action. It also supports and coordinates the GPN crisis response capacity and takes the lead in a UNDP-wide approach to strengthen UNDP capacity in preventing, preparing for, responding to, and recovering from crisis.

In this context and to prepare for, respond to, and support recovery from major crises, UNDP Country Offices (Cos) have often to meet multiple demands and pressures in addition to their usual workload.

Under these circumstances, Cos often has a critical need for additional capacity to help them meet these demands and facilitate essential roles in these areas.

UNDP has through the Country Support Management Team (CSMT) of the CB, several deployable capacities that can be drawn upon, including SURGE Advisors, and external experts from the GPN/ExpRes roster and Stand-by Partners. UNDP periodically commissions reviews of its SURGE support and deployments mechanism to ensure systems remain up to date and new technology and ideas are brought on board.

To support these deployments of expertise and other crisis response/recovery-related operational requirements of UNDP Cos on an urgent basis the Programme Analyst will work under the direct supervision of the Operations Manager CSMT and is entrusted with providing administrative operational support to the management, monitoring, and improvement of the programme.

Duties and responsibilities

1. Provide guidance and operational support for the formulation, implementation, management, and monitoring of the Unit’s programme portfolio:

• Provides programme/project management support to the Unit, such as:
• Creating and managing projects in Quantum.
• Creating requisitions, raising receipts; implementing budget and project award revisions; and project status; determining of unutilized funds, maintaining internal expenditures control system.
• Tracking, monitoring, and reporting on the use of project resources.
• Conducting budget checks for the accuracy of e-Requisitions.
• Creating project awards/contracts and revising budgets in Quantum.
• Ensures the compliance of arrangements for project approval, implementation, general operations, and closure of projects with UNDP policies and regulations.
• Generates reports and information on routine implementation of projects and programme/project status; reviews, verifies and reconciles financial data and reports to ensure accuracy and conformity with UNDP financial and administrative rules and regulations; and
• Identifies and escalates project-related issues, proposing and contributing to the development of solutions.

2.

Provide general operational and administrative support to the Unit:

• Facilitates IC processes through both GPN Roster and CPU cases.
• Initiates CPU requests in the UNall case management system, supports document elaboration/flow and processing information on the operations side.
• Once the procurement process is finalized, maintains contract management incl.

issuing amendments and clearance processes, etc.

• Collects information for supplier profile management, raises e-Requisitions in Quantum and follows up the approval process for PO issuance.
• Processes requests for payments in Quantum: facilitates the clearance of COPs, creates invoices and follows up the submission of evidence of deliverables from contractors;
• Supports other procurement processes (direct contracting, credit card or micro purchasing processing when needed): document development, supplier profile registration, and communication with suppliers on admin issues, etc.
• Performs market research and finds the best option for the procurement of goods and services; Advises on best solutions for these procurement processes.
• Facilitates Travel Requests for missions, including timely follow-up action on medical/security clearance, claims, and signatures as appropriate, and ensuring preparation of the necessary documents in Quantum.
• Monitors all travel-related payments for the Unit, liaising appropriately with the relevant staff members, as required.
• Provides administrative and logistical support for donor meetings, country and/or region-specific meetings, workshops, trainings, conferences, retreats, and any other special events.
• Supports the HR recruitment and separation processes.
• Backstops procurement processes, including preparation of CAP and ACP submissions.
• Backstops unit members on programme management during absences and mission travels.

3.

Manages the Unit’s portfolio documentation:

• Prepares information for project audits and follow-up and/or provides support to the implementation of audit recommendations.
• Collects and disseminates information related to the thematic area, including inputs for donor reports and provides information when requested from various sources.
• Follows the established filing and archiving standards and procedures for the Bureau, organizes, updates, and maintains all project/programme-related documents; and
• Scans and ensures proper digital filing of all Unit documents that must be retained in support of corporate policies.

4.

Promotes knowledge building and knowledge sharing in the relevant area.

• Prepares reports synthesizing lessons learnt and good practices.
• Contributes to and administers events pertaining to UNDP knowledge networks; and
• Supports the development of training, learning materials and activities by developing substantive components.

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

Institutional Arrangement

The Programme Analyst will report to the Operations Manager, CSMT and support crisis response deployments, procurement, financial reporting and Quantum budgeting and overall programme support to both CSMT HQ and COs CSMT support.

Competencies

Core

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.

Cross-Functional & Technical competencies 

• Business Direction & Strategy
  • System Thinking
    • Ability to use objective problem analysis and judgement to understand how interrelated elements co-exist within an overall process or system, and to consider how altering one element can impact on other parts of the system.
  • Strategic Thinking
    • Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks, and opportunities, linking the vision to reality on the ground, and creating tangible solutions.
    • Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight to model what future developments and possible ways forward look like for UNDP.
• Business Management
  • Operations Management
    • Ability to effectively plan, organize, and oversee the organization’s business processes to convert its assets into the best results in the most efficient manner.
    • Knowledge of relevant concepts and mechanisms

• Finance
  • Budget management
    • Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
• Administration & Operations
  • Strategic Thinking
    • Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks, and opportunities, linking the vision to reality on the ground, and creating tangible solutions.
    • Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight to model what future developments and possible ways forward look like for UNDP.

Min.

Education requirements

• Advanced university degree (master’s degree or equivalent) in Business Administration, International Relations, Economics, Political or Social Sciences or related field is required OR
• A first-level university degree (bachelor’s degree) in the areas stated 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 2 years (with master’s degree) or 4 years (with bachelor’s degree) of professional experience in programme, operations, or administrative management at the national and/or international level is required.

Required skills

• Experience in managing finance, HR and administrative operations (required);
• Experience in programme/project management, monitoring, and reporting (required).

Desired skills 

• Understanding of crisis response and work experience in a crisis context would be desirable.

(desirable);

• Experience and knowledge of strategic planning, results-based management, and reporting: well acquainted about project cycle and planning (desirable);
• Experience and knowledge in accessing ERP (Quantum) systems (desirable);

Required Language(s) at working level  

• Fluency in English both oral and written, is required.
• Working knowledge of other UN official languages is an asset.

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Good luck!