Back Operations Analyst – Software Support- IPSA

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 

The United Nations Development Programme (UNDP) Office of Information Technology and Management (ITM) is the organization’s primary provider of high-quality products of ICT systems and Green Energy services to a global network of 155+ country offices and UNDP partners worldwide.The mission of ITM is to develop modern-age Smart Facilities which guarantees efficient, innovative, and sustainable management of technologies for UN facilities, and consistency with Sustainable Development Goals (SDGs). We are committed to offer a framework of best practices, and to deliver simple-to-use, and standards-based support tools, to allow innovation to flourish throughout the organization. 

Our primary motivations are to accompany the transition to greener technologies and to increase connectivity in challenging locations, in order to leave no one behind. More particularly, we are actively participating to Covid-19 Crisis Response, as Covid-19 has increased the need for digital collaboration and connectivity. On a more practical level, we do this to maintain organizational productivity using technology, improve stakeholders’ well-being, optimize financial efficiency, and serve as a showcase for development at local level. 

The Service Delivery team is the first responder to country office needs and supports ICT and Green Energy projects from a procurement, logistics and finance side. The team works closely with colleagues across the globe to support operations and programme work in some of the most challenging work environments with energy and ICT infrastructure. The finance and administrative duties in the ITM/Smart Infrastructure unit require dedicated individuals to sufficiently meet requirements of partners and expectations of vendors in a timely manner and optimal capacity in line with Country Office Support vision and mission statements.

Duties and Responsibilities
Under the guidance of the Operation Associate, the incumbent will provide services for budget allotment, expenditure monitoring, accounts payable/receivable functions and for performing operation transactional tasks. 

The tasks and responsibilities include:

1. Order handling for Microsoft and other software related requests from HQ, CO (Country Office) and programmes:

• Review, answer, process, reconcile requests and maintain subscriptions for Microsoft licenses and other software on UNDP’s case management platform Unall
• Troubleshoot incidents related to Microsoft licenses and other software and curate knowledge base articles to share information.
• Support another order handling on the platform as a backup for other colleagues.

  2. Finance support for Microsoft and other software services:

  • Monitor expenses, future obligations and invoices to ensure budgetary compliance
  • Accompany change management, support with financial planning
  • Perform cost recovery transactions on Quantum, payments to vendors, and purchases
  • Manage relationships with key vendors on a day-to-day basis
  • Assist with budget planning and execution
  • Assist with a financial report

    3. Account manager for the HQ, CO, and programme:

    • Review, answer, process, reconcile requests receive through ServiceNow;
    • Prepare yearly bills in the context of the cost-recovery exercises; 
    • Liaison with customers
    • Procurement, ordering and vendor payment of the product/services requested by the customer

      4. Cooperation and ensuring productive collaboration with US based suppliers:

      • Act as a buyer for HQ location suppliers. 
      • Review incoming and outgoing vendor correspondence for quality of communications;
      • Analyze open POs balances to facilitate the year-end closing exercise;
      • Ensure vendors are properly and timely registered on Quantum
      • Conduct market research and RfQs when needed to aid technical teams based in New York with their internal procurement needs

        5. Other administrative tasks:

        • Assist in any operational and logistic
        • Assist with HQ New York office management

          Institutional Arrangement

          • The candidate will be working and directly reporting to the UNDP ITM Service Delivery Operations Associate.
          • The Global ICT Advisor has the overall responsibility to guide both the Operation Associate and the candidate. 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  Knowledge Domain  Technical Competencies  Definitions Finance Financial planning and budgeting

            Ability to create and manage processes to achieve 

            UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analysing 

            and reporting

            📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

            ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

            Finance Management and cost accounting Ability to produce periodic qualitative and quantitative performance reports to facilitate effective decision making and performance monitoring. Ability to use a  range of costing techniques and analyse cost related  data to provide quantitative information to the users of  reports

            Information Management & 

            Technology

            User Experience and business 

            analyst

            Capacity to translate efficiently users needs in IT 

            requirements around human-centred design principles. Knowledge of Oracle Cloud, ServiceNow, SalesForce.com, and Microsoft product an asset.

            Information Management & 

            Technology

            IT Service Delivery & Operations

            Ability to deliver the IT products and services to 

            customers at the right level of Quality and Costs, 

            taking into account user experience. ISO 20000 

            knowledge. ITIL certification or similar desirable.

            Procurement Financial analysis

            Knowledge of evaluating businesses, projects, 

            budgets, and other finance related transactions to 

            determine their performance and suitability

            Procurement Sourcing Ability to find, evaluate and engage suppliers of goods and services Procurement Supplier/relationship management

            Knowledge of supplier management concepts, 

            principles and methods, and ability to apply this to strategic and/or practical situations

              Required Skills and Experience Min. Education requirements Master’s degree in accounting, finance, business administration, political science, law or related field. Bachelor’s degree with two years of relevant experience can be considered in lieu of Master`s. Min. years of relevant work experience  Two (2) years of relevant experience in budget management, accounts payable, cost recovery, procurement, admin support or similar. Required skills 
            • Experience with assisting with financial resources management transactions, cost recovery or financial reconciliation is required;
            • Experience in monitoring large scale IT Hardware and Software Services and Licensing Agreements is required. Desired skills in addition to the competencies covered in the Competencies section
              • Experience with assisting with contract management and administration of licensing agreements is desired;
              • Project management experience delivering IT projects, supporting planning, resource allocation and stakeholder management is desired;
              • Experience with cost recovery and budget management of various IT services is desired;
              • Experience with 0365 applications and ERPs is desired;
              • Experience with analyzing problems logically providing data based recommendations and data analysis is desired; Required Language(s)  Proficiency in written and spoken English; Working knowledge of any other UN language is desired. Professional Certificates Additional certifications in projects management, accounting or procurement is an advantage 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.    Scam warning
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