Operations Analyst at United Nations Development Programme (UNDP)

United Nations Development Programme (UNDP), helps developing countries attract and use aid effectively. In all our activities, we encourage the protection of human rights, capacity development and the empowerment of women.We are recruiting to fill the vacant position below:Job Title: Operations Analyst    Job ID: 10919Location: Maiduguri, BornoPractice Area - Job Family: Management Grade: NOAVacancy Type: FTA Local    Posting Type: ExternalContract Duration: 1 Year with possibility for extension BackgroundThe North East in Nigeria, which includes the six states of Adamawa, Bauchi, Borno, Gombe, Taraba and Yobe has a combined population of almost 19 million and has been under insurgency attacks since 2009. The population accounts for about 13.5 percent of the national population (2006 Census). On 14th May, 2013, the Federal Government, in response to the growing spate of violence unleashed by the Boko Haram sect on citizens declared a State of Emergency in the 3 north eastern states of Adamawa, Borno and Yobe. The upsurge in terrorist activities of the Islamist sect in northern Nigeria, especially in the North East geo-political zone, has resulted in huge loss of lives, wanton destruction of properties and disregard for the sovereignty of the Nigerian state as evidenced in an earlier situation where the group was in control of more than 12 Local Government Authorities (LGAs) in Borno State in 2014. The combined insurgency and counter-insurgency activities in the region have had considerable negative effect on the people, such as mass displacement of the people, crippled socio-economic activities, livelihoods, food supplies, communication and worsened an already debilitating health delivery services.  The displaced population are returning to their natural habitants but lack every basic necessities of lives including food and non-food times, shelter, sanitation and sustainable means of livelihoods.UNDP has supported the government to design and implement recovery projects which ensures linkage to the immediate humanitarian efforts with longer term sustainable development. Within UNDP’s recovery approach, emergency employment, immediate livelihoods recovery projects provided immediate jobs and livelihoods for the affected population, as well as, the wider local economy.To effectively address the needs of North-East Nigeria through a consolidated Early recovery response of UNDP bringing together and coherently managing the different components of UNDP’s portfolio in the region, UNDP has established a Sub Office in Maiduguri, the capital of Borno.Under the overall guidance and direct supervision of the Head of sub office and in coordination with the Deputy Country Director, Operations, The Operations Analyst will oversee all Sub-Office (SO) operations activities and perform operations functions at the local level. S/he will work in close collaboration with the Abuja Operations team.The Operations Analyst will lead and supervise the operations staff i.e. Programme Finance Associate and the two drivers working to support the SO programme implementation by leading the operations, ensuring smooth functioning of the sub office operations, providing consistent services delivery and constant evaluation and readjustment of the operations to consider changes in the operating environment as and when needed.The Operations Analyst ensures cross-unit cooperation and coordination of the operations in the sub office, a client-oriented approach that is consistent with UNDP rules and regulations in conformity with the UNDP Internal Control Framework and good operations management practice. The Operations Analyst advises the Head of SO on costDuties and ResponsibilitiesSummary of Key Functions:Strategic direction of Sub-Office field operations, ensuring alignment to CO and corporate operations policies and proceduresFinancial Resources Management, efficient Human Resources Management and logistical servicesInformation and communication managementEstablishment of partnerships with other UN Agencies at the field level ensuring effective common operations arrangementsFunctions / Key Results Expected:1.) As the lead Sub office operations staff, ensures the strategic direction of sub office operations focusing on achievement of the following results:Full compliance of operations with UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of targets and monitoring achievement of results.Successfully manages SO operational support by provision of advice on strategies, policies and plans affecting SO operations based on CO standard operating procedures and business principles.Sub-Office business processes mapping and establishment of internal SOPs for Finance, Human Resources Management, Procurement, Logistical and ICT services and Results Management.Sets and monitors targets for operational efficiency and ensures the constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment.Knowledge building and sharing with regards to management and operations in the SO, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.Supervise all local level financial transactions, including petty cash, direct payments, the establishment of payment lists etc before submission for approval.2.) Ensures effective and accurate financial resources management, focusing on achievement of the following results:Proper planning, expenditures tracking, reporting and audit of financial resources in accordance with UNDP rules and regulations,Proper management and accounting of contributions to ensure that money due to UNDP is properly identified, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation.Review and clearance of all local level financial transactions, including petty cash, direct payments etc.Management of cost-recovery system for any services provided by the sub office to projects and other UN Agencies. Accurate planning, forecasting and reporting of extra-budgetary income.Organization and oversight of sub-office cash management processes, including liquidity management, recommendation of petty cash imprest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site.Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff at Country Office of the results of the investigation when satisfactory answers are not obtained.Compiling supporting documentation for workshop DSA payments for reimbursement to participants.Ensures the financial integrity of the SO through appropriate controls and reporting structures; manages the SO audit exercise; follow up on necessary training and orientation.Ensures all financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.3.) Ensures strategic human resources management and logistics services, focusing on achievenemt of the following results;Sub-Office compliance with corporate human resources policies and strategies, including policies and strategies on Rest and Recuperation, staff attendance and leave monitoring on Atlas.Oversight of Sub-Office HR processes and performance management systems ensuring link to career development.Sub office compliance with CO Standard Operating Procedures (SOPs) and Internal Control Framework (ICF) on Sub office/field management of the basic procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.Ensures receipting of goods and services is complied with at the sub office level.Ensures the provision of support services to the sub office through supervision of vehicle fleet management, including travel and logistics, office premises supervision, security and cleaning services provision etc.Management of UNDP assets ensuring full compliance with IPSAS in the accounting for stocks, utilization and disposal of the SO’s assets.4.) Ensures forward-looking information and communication management and supervision of ICT focusing on achievement of the following results:Initial set up of the basic ICT systems to easily facilitate the Sub-Office functionality.Reliable internet connectivity for all staff and functional service providers contracted.Maintains a secure, reliable infrastructure environment for ICT and adequately coordinates with the ICT Analyst to plan for disasters and recoveries.Ensure efficient staff usage of internet facilities and Atlas functionality for improved business results and improved client services.Promotion of different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system, etc.Identify office technology needs and oversee maintenance of equipment, software and systems.5.) Ensures proper  operations  partnerships with other UN Agencies at the field level, secure work environment and Corporating learning management  by  focusing on achievement of the following results:Represents UNDP at the Maiduguri Operations Group monthly meetingsCollaborates with other agencies for more efficient and effective operation of the sub office.Ensures safe working conditions through staff adherence to UNDP security trainings in the field.Works closely with UNDSS to ensure security of Sub-Office staff and premises, supports the implementation of UNDP MOSS/MORSS compliance.Ensures staff so all corporate mandatory trainings.Tracking all the progress and encouraging staff on performance management development (PMD) exercises including staff performance evaluations.Impact of Results:The key results have an impact on the overall efficiency and effectiveness of sub office and CO operations as it relates to the use of corporate resources in the following areas:Financial servicesHuman Resources and logistical servicesICTUN coherence on joint activities for efficient and ability to keep the CO working in harmony with no audit concerns.An efficient sub office will result in effective positioning of UNDP at the local level in Early Recovery, thus contributing to the stature and name of UNDP as UN’s global development network. The key results have an impact on implementation of UNDP Early Recovery Strategies with a view to delivering on-ground UNDP’s early recovery programmes and projects, as well as reaching resource mobilization targets.CompetenciesBuilding Partnerships Identifying and building partnerships:Effectively networks with partners seizing opportunities to build alliancesIdentifies needs and interventions for capacity building of counterparts, clients and potential partnersDisplays initiative, sets challenging outputs for him/herself and willingly accepts new work assignmentsPromoting Organizational Learning and Knowledge Sharing:Developing tools and mechanismsParticipates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologiesJob Knowledge/Technical Expertise:In-depth knowledge of own disciplineUnderstands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration)Continues to seek new and improved methods and systems for accomplishing the work of the unitKeeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionallyDemonstrates comprehensive knowledge of information technology and applies it in work assignmentsContinually looking for ways to enhance financial performance in the officePromoting Organizational Change and Development:Assisting the individuals to cope with changePerforms appropriate work analysis and assists in redesign to establish clear standards for implementationDesign And Implementation of Management Systems:Designing and implementing management systemMakes recommendations regarding operation of systems within organizational unitsIdentifies and recommends remedial measures to address problems in systems design or implementationClient Orientation:Contributing to positive outcomes for the clientAnticipates client needsDemonstrates understanding of client’s perspectiveSolicits feedback on service provision and quality.Promoting Accountability and Results-Based Management:Input to the development of standards and policiesProvides inputs to the development of organizational standards for accountability 

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