Under the guidance of Stabilization and Recovery Programme Coordinator, the Operations Analyst performs duties related to strategic financial and human resources management, efficient procurement and logistical services, ICT and common services consistent with UNDP rules and regulations. The main role is to support the setting up of the field offices and equipment, lead the operations, ensuring smooth functioning of the Field programmes/ projects operations, consistent services delivery and constant evaluation and readjustment of the operations to take into account changes in the operating environment as and when needed. The Operations Analyst leads and guides the Field Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach. The Operations Analyst works in close collaboration with programme and project teams in the Field, operations staff in other UN Agencies, UNDP CO staff and Government officials to successfully deliver operations services. The key functions of the Operations Analyst include:
Ensuring the setting up of the field offices in Aweil and Yambio under the overall strategic direction of field operations aligned with Country Office and corporate Operations policy
Financial Resources Management, Human Resources Management, Procurement and logistical services and supervision of all Operations and IT staff in the field operation, including any Operations staff within programmes
Information and communication management
Establishment of operational partnerships with other UN Agencies at the field level
Compliance with UNDP security management in the field
As a member of the Field operation team, ensures the setting up of the field offices, strategic direction of operations focusing on achievement of the following results:
Successfully set up, equip and manage field operation support by provision of advice on strategies, policies and plans affecting SO operations based on business principles.
Ensures full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of targets and monitoring achievement of results.
Establishes appropriate operational partnership arrangements.
Support business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in 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
A. Ensures effective and accurate Financial Resources Management, strategic Human Resources management, efficient Procurement and Logistical services management focusing on achievement of the following results:
Financial Management
Proper planning, expenditures tracking, reporting and audit of financial resources in accordance with UNDP rules and regulations,
Organization and oversight of field operation cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site.
Routinely monitors financial exception of field operation through appropriate controls and reporting structures; manages the SO audit exercise; follow up on necessary training and orientation.
Ensures cost-recovery system for the services provided by the field operation to projects or other agencies.
· All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.
Human Resources Management
Field operation compliance with corporate human resources policies and strategies.
Ensures optimal staffing of the field operation and projects.
Oversight of recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contract management, etc
Procurement and Logistical Services
Field operation compliance with corporate rules and regulations in the field and management of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
Oversight of procurement processes and logistical services in accordance with UNDP rules and regulations,
Manage the provision of support services, including travel and logistics, visas and office premises for the Sub-Office.
Supervision of vehicle fleet management.
Management of UNDP assets ensuring full compliance with IPSAS in the accounting for procurement, utilization and disposal of the field operation assets.
Ensures forward-looking information and communication management and supervision of ICT Team focusing on achievement of the following results:
Maintains a secure, reliable infrastructure environment for ICT and adequately plans for contingencies and business continuity planning
Use of Atlas functionality for improved business results and improved client services.
Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability.
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.
Supports establishment of partnerships with other UN Agencies at the field level focusing on achievement of the following results:
Provides leadership in overseeing effective provision of services to counterparts including fair and transparent procurement, efficient logistics and sound financial management as well as the consistent application of UNDP rules and regulations.
Ensures safe working conditions through adherence to UNDP security management in the field and focusing on the following results:
Works closely with UNDSS to ensure security of field operation staff and premises, in particular, supports the implementation of UNDP MOSS/MORSS compliance.
Administers the staff security arrangements and provisions.
