Agency: UNDP
Title: Operations and Compliance Analyst
Job ID: 32849
Practice Area – Job Family: Management
Vacancy End Date: (Midnight New York, USA) 13/10/2020
Duty Station: Kyiv, Ukraine
Education & Work Experience: G-Bachelor’s Level Degree – 2 year(s) experience, I-Master’s Level Degree – 0 year(s) experience
Languages: English, Ukrainian
Grade: NOA
Vacancy Type: FTA Local
Posting Type: External
Bureau: Europe & the CIS
Contract Duration: 1 Year with possibility for extension
Background
UNDP Ukraine Country Office (CO) manages programme delivery of over $120 million, with diverse portfolio of programmatic interventions: Integrated Development, Recovery and Peacebuilding, Energy and Environment, and Democratic Governance (including health procurement services for the government of Ukraine). To support the programmatic response in the wake of COVID-19 emergency, and in order to duly implement observations and recommendations of the Office of Audit and Investigations, the Country Office seeks to strengthen its operations capacity.
Under the overall guidance of the Deputy Resident Representative (DRR) and the direct supervision of the Operations Manager, the Operations and Compliance Analyst acts as an advisor to Senior Management on all aspects of CO management and operations compliance to Internal Control Framework (ICF) and POPP in UNDP Ukraine Country Office, focusing on due implementation of the office of audit and Investigations (OAI) recommendations, particularly on Human Resources and procurement processes in accordance with the revamped ICF. The Operations and Compliance Analyst is responsible for strategic overview of the financial and human resources management, efficient procurement and logistical services, and ICT and consistency with UNDP rules and regulations. The Operations and Compliance Analyst ensures consistent services delivery to CO, UNDP programmes and projects and UN common services. The incumbent contributes to policies and methods to maximize the CO performance in operations demonstrating capacity for innovation and creativity and providing advice to Senior Management on readjustment of the operations to take into account changes in the operating environment as and when needed.
The Operations and Compliance Analyst works directly with the Operations Manager and co-leads the CO Operations Team fostering collaboration within the team and with other UN Agencies consistent with rules and a client-oriented approach. The incumbent supports the Operations Manager works in close collaboration with programme and project teams in the CO, operations staff in other UN Agencies, UNDP HQs staff and Government officials to successfully deliver operations services.
Duties and Responsibilities
Summary of Key Functions:
Supports Operations Manager in the strategic direction of operations and oversight over the implementation and compliance with the Internal Control Framework;
Supports Operations Manager in Financial resources management and oversight of the Finance team;
Supporting Operations Manager in Human Resources Management and oversight of the HR team;
Supports Operations Manager in Efficient procurement and logistical services and oversight of the Procurement team;
Leading implementation of OAI recommendations and monitoring management response to OAI observations for transparent and efficient delivery.
- Supports Operations Manager in the strategic direction of operations and oversight over the implementation and compliance with the Internal Control Framework, focusing on achievement of the following results:
Compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring achievement of results;
Provision of advice on strategies, policies and plans affecting CO operations, delivery of practice advisory, knowledge and learning services;
Establishment of collaborative arrangements with potential partners, a Client Relationship Management System for resource mobilization purposes and appropriate operational partnership arrangements;
CO business processes mapping and oversight over compliance with the internal Standard Operating Procedures in Finance, Human Resources Management, Procurement, Logistical and ICT services, Results Management;
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 CO, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice.
- Supports Operations Manager in the effective and accurate financial resources management and oversight of the Finance team, focusing on achievement of the following results:
Oversight over implementation and compliance with the revamped Internal Control Framework for management of financial resources;
Proper planning, expenditures tracking and audit of financial resources in accordance with UNDP rules and regulations, acts as OM substitute if needed in performing the function of Manager Level 2 in Atlas for vouchers and replenishments approval, deals management and bank reconciliations. Approval of pending disbursements as the “third authority” (cheques, bank transfers, EFT). Approval of bank reconciliations;
Management of cost-recovery system for the services provided by the CO to projects and other UN Agencies. Accurate planning, forecasting and reporting of extra-budgetary income;
Organization and oversight of CO cash management processes, including liquidity management, recommendation of interest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site;
Member of the bank signatory panel;
Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained.
- Supports Operations Manager in the strategic human resources management and oversight of the HR team focusing on achievement of the following results:
Oversight over implementation and compliance with the revamped Internal Control Framework for human resources management processes;
CO compliance with corporate human resources policies and strategies;
Assessment and providing recommendations to CO Senior Management of the optimal staffing of the office and projects;
Oversight of recruitment processes and performance management systems ensuring link of job design with recruitment, performance management and career development. - Supports Operations Manager in the efficient procurement and logistical services management and oversight of the Procurement team focusing on achievement of the following results:
Oversight over implementation of and compliance with the revamped Internal Control Framework for procurement and logistical services management;
Monitoring of CO 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;
Monitoring of the CO contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with UNDP rules and regulations, OM acting as Manager Level 2 in Atlas for Purchase orders approvals;
Proper monitoring of UNDP assets, facilities and logistical services. - Leads implementation of OAI recommendations and monitoring of management response to OAI observations, focusing on achievement of the following results:
Serves as a CO focal point on implementation of audit-mandated and compliance tasks in support of the Operations Manager and Senior Management;
Ensures full compliance with UNDP rules, regulations and policies of financial activities, financial recording/reporting system and follows up on audit recommendations, implementation of effective internal controls, proper functioning of a client oriented financial resources management system;
Ensures oversight and regular monitoring of procurement, human resources, finance processes to ensure that they performed in accordance with recommendations of the OAI and corporate standards;
Ensures oversight and quality assurance of procurement, human resources, finance processes conducted by the programme and projects personnel, in accordance with corporate standards of segregation of duties and in compliance with OAI recommendations;
Maintains filing, storage and archiving of documentation, consistent with the standards and practices of the OAI office;
Monitors and contributes to management response to the OAI recommendations.
Competencies
Core Competencies:
Innovation
Ability to make new and useful ideas work
Level 4: Adept with complex concepts and challenges convention purposefully
Leadership
Ability to persuade others to follow
Level 4: Generates commitment, excitement and excellence in others
People Management
Ability to improve performance and satisfaction
Level 4: Models independent thinking and action
Communication
Ability to listen, adapt, persuade and transform
Level 4: Synthesizes information to communicate independent analysis
Delivery
Ability to get things done while exercising good judgement
Level 4: Meets goals and quality criteria for delivery of products or services
Technical/Functional Competencies:
Change Management
Ability to apply a systematic approach to adapt, control and effect change
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Service Delivery Coordination
Ability to coordinate and deliver services in line with service level agreements and standards of excellence in UNDP
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Design and Implementation of Management Systems
Ensuring UNDP has the internal management systems it requires to support the achievement of its objectives, and to function effectively and efficiently.
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Client Orientation
Understanding and meeting or exceeding client needs. Anticipating and addressing client needs and concerns. Developing innovative approaches to meeting client needs. Ensuring overall provision of quality services to clients.
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Promoting Accountability and Results-Based Management
Gathers, analyses and disseminates information on best practice in accountability and results-based management systems
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Risk Management
Ability to identify and prioritize risks, and organize action around mitigating them
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Logistics
Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Building Strategic Partnerships
Ability to maintain and establish networks of contacts in the UN system for general information sharing and to remain up to date on partnership related issues.
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Gender Mainstreaming
Knowledge of gender issues and the ability to apply to strategic and/or practical situations, including analysis and implementation of projects from a gender perspective
Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise
Required Skills and Experience
Education:
Master’s degree or equivalent in Business Administration, Public Administration, Finance, Economics, Management, Law, Social Sciences or related field;
Relevant Bachelor’s degree with additional two years of extensive progressively responsible relevant experience is accepted in lieu of Master’s degree.
Experience:
Candidates in possession of a relevant Master’s degree or equivalent require up to 2 years of relevant experience at the national or international level in providing operations advisory services and/or managing staff and operational systems and establishing inter-relationships among international organization and national governments;
Candidate’s in possession of a relevant Bachelor’s degree require minimum 2 years of relevant work experience;
Experience providing management advisory services and/or managing staff and operational systems and establishing inter-relationships among international organization and national governments will be a distinctive advantage;
Managerial professional experience in the field of development including relevant field-based operations management and work experience is strongly desired;
Relevant people management experience including direct supervision of staff, leading teams, coaching, training and assessing staff performance is strongly desired;
Substantial administrative experience in UNDP and or in the UN system and knowledge of UNDP and UN rules and regulations is strongly desired;
Experience in the usage of computers and office software packages;
Experience in handling of web-based management systems and ERP systems, preferably PeopleSoft.
Language Requirements:
Fluency in English and Ukrainian
Disclaimer
Important applicant information
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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.
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