This job description is a direct response to UNDPโ€™s improved business model in Mexico. It reflects a new office structure that has recently been put in place to support the vision expressed in an emerging portfolio of Country Office (CO) programmes and to facilitate a more collaborative approach to work across the office and with external partners. This structure is also designed to provide the foundation for a new emphasis on sub-national level work, support higher delivery rates, and to transform UNDP into a learning organization and โ€˜fit-for-purposeโ€™ to deliver on Agenda 2030 which in turn will support national sta๏ฌ€ and institutional capacity development.

By supporting Mexicoโ€™s State Governments to integrate the 2030 approach into their planning and budgeting processes, and the whole public policy cycle, UNDP advances inclusion and equality in the country. Also, as an engagement strategy, this is expected to allow new areas of joint work to be identified. Also, the CO has been tailoring localized integral solutions to specific sustainable development issues and is crafting methodologies and toolboxes to get those solutions ready to be deployed and escalated in other geographical areas.

The diversification and localized solutions strategy initially increase the number of initiatives to be managed by the CO, many of which handle small budgets to be allocated in a wide set of activities. This combination requires excellent programme management and oversight of operational processes and an organizational structure ready to deliver and scale results.

In this context, the Operations Team is entrusted with:

  • Coordinated programme and project planning support in all operational areas
  • Operations Service oversight / maintenance of key performance indicators (KPIs), including monitoring project services
  • Facilitation of internal compliance

Under the guidance of the DRR, the Operations Analyst provides analytical support to Senior Management on all aspects of CO management and operations. This includes 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 lead the operations, ensuring smooth functioning of the CO/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 supervises and guides the Country Office (CO) Operations Team and fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach. 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.

Incumbent will approach work with energy and a positive, constructive attitude and display a strong client orientation. As such s/he will display flexibility in performing other emerging tasks assigned by RR/DRR.

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Summary of Key Functions:

  • Coordination of operational support.
  • Ensure implementation of financial services.
  • Ensure implementation of HR services
  • Ensure implementation of procurement, logistical, administrative, and asset management.
  • Ensure implementation of ICT Services
  • Support to common servicesโ€™ organization and management, and collaboration in the establishment of partnerships with other UN Agencies

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1) Ensures proper coordination of operations focusing on achievement of the following results:

  • Ensures full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC), office budget (IWP) and monitoring of achievement of results.
  • Supports the DRR in the planning and delivery of efficient operational services and coordinates the Operations team.
  • Analyzes CO business processes mapping and the operating environment and contributes to internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, Procurement, Logistical services, Administration, ICT and assets management.
  • Acts as liaison with GSSU and Regional Office for LAC in Panama on behalf of CO and projects.
  • Provides inputs to the elaboration and implementation of cost-reduction, cost recovery and full Direct Project costing (DPC) strategies.
  • Monitors and analyzes operating environment, timely readjustment of operations and risk mitigating strategies.ย 
  • Coordinates collaboration arrangements with current and potential operational partners, suppliers and government counterparts.ย 
  • Ensures facilitation of knowledge building and sharing with regards to operations processes in the CO.
  • Support of supervisee(s) in facilitating their learning and development.
  • Support of supervisees in maintenance of their health and well-being, safety and security.

2) Ensures implementation of financial processes for the CO in line with the corporate initiative on clustering of services for outsourcing of financial services, ensuring all financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures focusing on achievement of the following results:

  • Provide analysis and monitoring of the financial situation, presentation of forecasts for management projects.
  • Support in the implementation of proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations.
  • When delegated by DRR and consistent with clustering, when applicable, performance of Senior Manager role in Atlas for voucher and Treasury transactions approvals.
  • Implementation of cost-recovery mechanisms for CO services provided to projects and UN Agencies, including ensuring preparation of pro-forma invoices for UN agencies.
  • Support DRR in the monitoring of CO cash management processes.
  • Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions.
  • Member of bank signatory panel if/when delegated by RR/DRR.
  • Transaction and stop payment approval on internet banking system.
  • Provide analytical support in negotiations with the bank providing services to UNDP.
  • Act as cashier for onsite transactions.

3) Ensures implementation of human resources processes for the CO in line with corporate initiative on clustering of services for outsourcing of human resources services, focusing on achievement of the following results:

  • Ensure CO compliance with corporate human resources policies, supporting DRR in strategic direction to all recruitment efforts;ย 
  • Ensure the proper coordination of recruitment processes in accordance with UNDP rules and regulations.
  • Coordinate the implementation of proper performance management and staff development systems.ย 
  • Implementation of the Universal Access strategy on learning ensuring access of the staff to appropriate learning activities.

4) Coordinates implementation of procurement and logistical services, asset management for the CO focusing on achievement of the following results:

  • CO compliance with corporate rules and regulations in the field and elaboration of the CO procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement.
  • Contribute to the elaboration of the CO contract strategy including tendering processes and evaluation, guiding the management of contracts and contractors and legal implications.ย 
  • Supervision of procurement processes and logistical services in accordance with UNDP rules and regulations, acting as Senior Manager in Atlas for Purchase orders approvals.
  • Oversight of the proper management of UNDP assets, facilities and logistical services, including full compliance with IPSAS in the accounting for the procurement, utilization and disposal of the COโ€™s assets.

5) Supervise the provision of information and communication technologies services focusing on achievement of the following results:

  • Use of Atlas functionality for improved business results and improved client services.
  • Analyze and contribute to the identification of opportunities to ameliorate business processes into web-based systems to enhance efficiency and full accountability.
  • Oversee the maintenance of a secure, reliable infrastructure environment for ICT and adequate planning for disasters and recoveries.ย 
  • Research and identification of systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system, etc.

6) Supports common services organization and management, establishment of partnerships with other UN Agencies focusing on achievement of the following results:

  • Support implementation of harmonized approach to common services management in line with the latest developments in common services and the best practices.
  • Proper planning and tracking of common services budget and of Agencies contributions to the common services account.
  • Support the implementation of the SOPs for the joint effort of the UN Country Team.

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Competencies and Selection Criteria

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Description of Competency at Level Required

(For more comprehensive descriptions please see the competency inventory)

In this section list all core competencies as well as the most relevant technical/functional competencies the role will require along with the appropriate level.ย  A Detailed list of competencies can be accessed through the following link: https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

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Core

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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

Detailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

ย and hiring managers are encouraged to familiarize themselves for more information

Job Knowledge/Technical expertise

Ability to understand advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines

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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 for general information sharing and to remain up to date on partnership related issues.

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Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Promoting Organizational Change and Development

Can perform appropriate work analysis and assists in redesign to establish clear standards for implementation

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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

Ability to identify and recommend remedial measures to address problems in systems design or implementation

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Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

Client Orientationย ย ย ย ย ย ย 

Ability to anticipate client needs and demonstrate understanding of clientโ€™s perspective while solicitating feedback on service provision and quality

Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise

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Education:

Masterโ€™s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.

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Experience:

  • Masterโ€™s Degree with 0 years or Bachelorโ€™s with 2 years of progressively responsible work experience at the national or international level in providing operational management services and/or managing staff and operational systems and establishing inter-relationships among international organization and national governments.
  • Experience in the usage of computers and office software packages.
  • Experience in handling of web-based management systems and ERP systems, preferably PeopleSoft.
  • Experience of accrual accounting, IPSAS or IFRS is highly desirable.ย 

Language Requirements:

  • Proficiency in Spanish and English.

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Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.ย  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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Contract Duration: 1 year with possibility for extension

This vacancy is archived.

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