The Position:

Under the overall guidance and direct supervision of the Operations Manager, the Operations Analyst provides support in effective and efficient delivery of all aspects of CO operations in full compliance with UNFPA established rules, policies and procedures. S/he will assist in providing guidance, promoting a collaborative, client-oriented approach with all the units and offices in the CO ensuring smooth function of the CO and its programme/project operations, consistent services delivery and support to Implementing Partners and/or other stakeholders.

You will report to the Operations Manager.

Job Purpose:

The Operations Analyst will play a supportive role for quality services in Country Office operations functions to internal and external stakeholders on all relevant operational guidelines, processes and procedures. S/he supports the Country Office Operations Unit with a client-oriented, result-focussed approach to interpreting the rules, procedures, and guidelines in service of the country programme, providing support and guidance to the Country Office. S/he will assist the operations unit in fostering a collaborative, client-oriented approach towards supporting the CO’s programme operations and effective communication.

As member of the operations team in the CO s/he works closely with the CO operations unit members including state offices, provides a layer of oversight for operations functions and will also backstop the Operations Manager in ensuring the smooth running of the CO operations functions.

The Operations Analyst provides assistance to the Operations Manager in the preparation of projects for submission to donors, coordinating regular monitoring of CO budget expenditures, and ensuring timely financial reporting. S/he further supports in building capacity of CO and IP personnel in effective programme financial management including assurance activities.

 

You will be responsible for:

1. Financial Management, Non-core project analysis and Partner Support

• Support adherence to UNFPA financial rules and regulations
• Support in review of budget proposals and project assessments for submission to donors, and contract/finance agreements to ensure they are aligned with UNFPA policies and guidelines.
• Assist in timely financial reporting, regular monitoring of CO budget expenditures, and preparing financial exception reports.
• Assist in efficient management of financial resources through tracking of available resources, introducing adequate internal controls, and proposing alternative solutions to meet outcomes.
• Assist in the periodic accounts closure to ensure an effective financial management recording and reporting system within the CO and coordinate preparation of periodical cashflow forecast for review.
• Help in timely response to HQ requests to resolve financial data issues.
• Assist the operations unit in ensuring overall UN harmonized approach to cash transfers (HACT) implementation and compliance at CO level including performing periodic spot checks, review of Implementing Partners (IPs) internal controls, follow up with relevant IPs to ensure timely implementation of spot check/audit recommendations on internal controls and project management.
• Assist in strengthening the performance of administrative and financial staff of implementing partners through periodic remote/on-site one-on-one training as well as group training.
• Support in analysing and forecasting operational requirements for implementation of the Country programme, participate in review meetings and support the achievement of programme and project results.
• Under the guidance of the Operations Manager, interpret policies and procedures and provide guidance and training to staff and project managers and identify ways in which programme needs can be met within existing policies.

2. Procurement, Logistics and IT

• Assist in reviewing all procurement processes, logistical services, and ICT processes in accordance with UNFPA rules and regulations and provide recommendations, as required.
• Help in timely provision of goods and services for the CO and state offices, managing negotiations following established procedures, regarding review and awarding of contracts.
• Support in periodical review of the procurement plan and coordinates necessary updation.
• Under the guidance of Operations Manager, carry out Manager Level 1 in Quantum for purchase order review and approval.

3. Process Adaptation, Security and Office Administration

• Support the Operations Manager in monitoring and evaluating effectiveness of processes within the CO and State Offices for operations functions and ensure compliance of the office business practices with the provisions of the UNFPA policies and procedures, work practices, processes, and drives changes for improvement where and when necessary.
• Assist in supervision of administrative support personnel at CO for effective delivery of administrative support.
• Support in updating of the CO’s Business Continuity Plan (BCP) periodically to better respond to crisis situations.
• Assist in management of UNFPA assets, inventory, facilities, fleet and resources, in full compliance with IPSAS in the accounting for the procurement, utilization and disposal of UNFPA assets.
• Assist in establishing/strengthening internal Standard Operating Procedures (SOPs) on UNFPA Policies & Procedures ensuring compliance, and orientation of all personnel on these.

4. Additional Duties as Assigned

• Serve as Officer-in-Charge for Operations in the absence of the Operations Manager and stand-in for other team members on selected functions as may be required.
• Perform additional administrative and support tasks, as assigned.

Qualifications and Experience:

Education:

Advanced university degree in business administration, public administration, finance, business management, accounting, or other related discipline.

Knowledge and Experience:

• Two years of progressively responsible professional experience in finance or audit, or other directly related fields.
• Strong analytical and leadership skills.
• Strong verbal and written communication skills.
• Ability to work independently and harmoniously maintaining tact and discretion in all activities.
• Proficiency in current office software applications and corporate IT systems.

Languages:

Fluency in English (both oral and written) is required; working knowledge of other official local languages is desirable. Knowledge of other UN languages is an asset.

Required Competencies:

Values: Exemplifying integrity, Demonstrating commitment to UNFPA and the UN system, Embracing cultural diversity, Embracing change	Functional Competencies: Advertisement Managing the organization’s financial resources Developing ICT standards and applications Providing procurement services Ensuring facilities and assets management
Core Competencies: Achieving results, Being accountable, Developing and applying professional expertise/business acumen, Thinking analytically and strategically, Working in teams/managing ourselves and our relationships, Communicating for impact	Managerial Competencies: Providing strategic focus, Engaging in internal/external partners and stakeholders, Leading, developing and empowering people, creating a culture of performance Making decisions and exercising judgment