Programme Operations Analyst

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP 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.

Office/Unit/Project Description

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 offers a spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in its 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 UNDP’s Strategic Plan.

Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan. BPPS staff provide technical advice to Country Offices, advocates for UNDP corporate messages, represent UNDP at multi-stakeholder fora including public-private, government and civil society dialogues, and engage in UN inter-agency coordination in specific thematic areas. BPPS works closely with UNDP’s Crisis Bureau (CB) to support emergency and crisis response. BPPS ensures that issues of risk are fully integrated into UNDP’s development programmes. BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results-based management and performance monitoring with more effective and new ways of working. BPPS supports UNDP and partners to be more innovative, knowledge and data driven including in its programme support efforts.

As Per UNDP’s New Strategic Plan 2022-2025, UNDP Aims To Catalyze Unprecedented Action And Partnerships To Provide Access To Sustainable, Affordable, And Reliable Energy To 500 More Million People By 2025 And Accelerate The Transition To Renewable Energy Through Systemic Changes That Lead To Inclusive Green Economies. UNDP’s Sustainable Energy Hub (SEH) Is Designed To Respond To These Challenges And Harness Networks, Experience, And Innovation. It Focuses On Three Pillars Of Sustainable Energy For Development

• Close the gap in energy access so that marginalized people and communities gain access to sustainable, clean energy and the dignity and opportunities it bring;
• Accelerate the energy transition through systemwide changes that support a green economy by bringing together the best ideas from the worlds of government, business, finance, digital, and most importantly, from people, communities and civil societies;
• Scale up energy finance with the public and private sector, across global, regional and local ecosystems for finance, innovation and investment.

Through the Sustainable Energy Hub, and the other thematic Hubs (Nature, Climate, Energy and Waste) within the Bureau for Policy and Programme Support, UNDP will harness networks, experience and innovation to scale-up energy, climate, and environment programming efforts and shape policy, building on the existing portfolio of projects, covering over 100 countries to harness clean energy, support the energy access and transition as well as on UNDP’s Climate Promise, UNDP’s Sustainable Finance Hub, UNDP’s Digital offer, and UNDP’s Gender Equality Strategy. To this end, UNDP will reach out to partners to accelerate progress together. Recognizing that change will be disruptive, UNDP will strive to ensure that such transitions are just and inclusive and that their impact on vulnerable people is understood and duly mitigated. Social policy is a key nexus area in that regard and is crucial to a successful the energy, climate, and environment transition.

The Programme Operations Analyst the Sustainable Energy Hub with day-to-day operations: (i) programme implementation, (ii) human resources (iii) administration and financial resources management, (iv) knowledge management and communications. All activities will be conducted in line with UNDP’s POPP (Programme and Operations Policies and Procedures).

Scope of Work

The Programme Operations Analyst will coordinate the Sustainable Energy Hub with day-to-day operations, including programme implementation, human resources, administration and financial resources management, knowledge management, and communications.

The Programme Operations Analyst will report to the Sustainable Energy Hub and coordinate with the other BPPS teams as needed.

• Effective coordination of programme planning and implementation
• Provides support to the programme/project management in day-to-day coordination, and timely implementation of activities;
• Gathers, compile sand processes data and information from diverse sources in relation to the work of the Unit;
• Contributes in drafting and developing the necessary reports relevant to the fulfillment of the required monitoring & evaluation activities; including preparing, gathering and tracking indicators, data and inputs;
• Organizes Team meetings and support sin preparation of meeting minutes
• Identifies and escalates project related issues, proposing and contributing to the development of solutions and business improvement and business processes mapping
• Undertakes further research activities as required
• Provide effective Human Resources management services
• Manages HR processes, including support to preparation of relevant documents and facilitation of hiring process, preparation of contracts/extensions as needed.
• Coordinating onboarding/separation process of relevant personnel
• Provides guidance to relevant personnel, whereby liasing with GSSC and other relevant units regarding issues raised to find out solutions
• Ensures compliance with UNDP HR Regulations and Rules
• Ensure effective administration and financial resources management services
• Manages travel/mission arrangements and preparation of travel and expenditure claims;
• Manages procurement processes, including preparing documentation for review, preparing draft reports and procurement plans, and requests for contracts/amendments as needed, etc. in line with UNDP’s rules and regulations;
• Provides support in the coordination and organization of events, workshops, meetings, webinars, round-tables and publication launches;
• Creates and maintains project databases, including relationship databases;
• Establish a well-designed filing system and maintain files and documentation in good order;
• Drafts routine correspondence and communications;
• Ensures flow of information and dissemination of materials amongst project team, and other partners;
• Backstops procurement processes, including preparation of CAP and ACP submissions;
• Backstops Director’s schedule management if needed;
• Provides support in other administrative, organizational and logistical tasks, as required.
• Contributes to financial resources management, such as preparation of financial reports and budgets as might be needed, review payment requests from vendors, completeness of supporting documents, assisting in obtaining necessary clearances and authorizations, and ensuring payments are effected promptly.
• Ensures compliance with UNDP Financial Regulations and Rules, and the Internal Control Framewor
• Facilitate Knowledge Management & Communications
• Prepares reports synthesizing lessons learnt and good practices;
• Contributes to and administers events pertaining to UNDP knowledge networks;
• Facilitate the development of training, learning materials and activities if needed;
• Facilitate other knowledge management and communications tasks, as required.

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 incumbent will work from his/her home-base;
• The incumbent will carry out his/her tasks under the overall guidance of the Director of the Sustainable Energy Hub based in New York, USA;
• The incumbent will report regularly via email and Teams platform to the Director of the Sustainable Energy Hub;
• The incumbent will be given access to relevant information necessary for the execution of the tasks under this assignment;
• The incumbent will be responsible for providing her/his own working station (i.e. laptop, internet, phone, scanner/printer, etc.) and must have access to a reliable internet connection;
• Given the global consultations to be undertaken during this assignment, the incument is expected to be reasonably flexible with his/her availability for such consultations taking into consideration different time zones;

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

Thematic Area Name Definition

Administration & Operations UN travel documents Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement

Administration & Operations Documents and records management Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Business Management Communication

Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

Ability to manage communications internally and externally, through media, social media, and other appropriate channels.

Business Direction and Strategy System Thinking Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system

Business Management Partnerships Management Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts, and others in line with UNDP strategy and policies.

Procurement Procurement Management The ability to acquire goods, services or works from an outside external source.

Minimum Qualifications Of The Successful IPSA

Min. Academic Education

• Advanced university degree (Master’s Degree or equivalent) in Business or Public Administration, Economics, Political Sciences, Social Sciences or other related field; 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

• A minimum of 2 years (with master’s degree) or 4 years (with bachelor’s degree) of recent professional work experience in budgeting and financial resources management, project management and/or administrative services management functions.

Required Skills

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required;
• Experience in handling web-based management systems and ERP financialsis required.
• Prior experience at the UN, or at similar international or bilateral organizations in the area of procurement.

Skills

Desired additional skills

• Experience in supporting knowledge management activities, communications, content writing and content editing will be an advantage;
• Experience in organizing complex or high-profile events, workshops or webinars will be an advantage.
• Experience working with UNDP and familiarity with its Programme and Operations Policies and Procedures, and its Financial Regulations and Rules is highly desirable.
• Experience working with Quantum is desirable.
• Working knowledge of other UN official languages is an asset.

Required

Required Language(s) (at working level)

• Fluency in English, both oral and written, is required.
• Working knowledge of another UN language is an asset.

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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