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.
UNDP has been present in Sri Lanka for 55 years, supporting the nation to achieve sustainable human development on economic, social, and environmental fronts. As it embarks on the effective implementation of the new Country Programme Document (2023-2027) the country office envisages a programme portfolio that (i) responds to national priorities and related opportunities in the current socio-economic context; and (ii) adequately anticipates emerging development challenges and new opportunities for expanding the CO’s programme. UNDP Sri Lanka envisions a new office structure adapted to the current and future needs of the country, underpinning its advisory and programmatic offer while at the same time delivering solid implementation support. It also promotes a more collaborative approach to work across the office and with external partners.
Through its portfolio, the CO has tailored localized integral solutions to specific sustainable development issues and is crafting methodologies and toolboxes to deploy and escalate them across the country. Particularly, in the context of the ever-evolving risk profile of the country due to the ongoing socio-economic crisis and the climate & environmental vulnerabilities, there is an acute need to accelerate structural transformations towards green development to address the climate crisis and overarching environmental issues under three core thematic areas: Climate Change Adaptation & Disaster Risk Reduction, Sustainable Natural Resource Management, and Sustainable Energy & Waste Management.
With this background, UNDP Sri Lanka is providing the Government of Sri Lanka, with technical and policy assistance to implement projects, facilitating a greater preparedness for climate-related extreme weather events and reducing the loss of lives, social assets and losses and damages in critical climate-sensitive rural production and service sectors of communities vulnerable to climate change impacts. Moreover, the CET is in the process of developing a comprehensive pipeline portfolio to acquire new funding and partnerships towards operationalizing catalytic development interventions that forward transformative impacts on the ground.
Under the guidance and supervision of the Programme Quality and Design Analyst, the Programme Operations Associate provides administrative and financial services, ensuring high quality, accuracy and consistency of work. The Programme Operations Associate promotes a client-oriented approach consistent with UNDP rules and regulations. The Programme Operations Associate supports the planning, implementation of UNDP supported activities by providing and managing data inputs, providing logistical and administrative support, monitoring project implementation and following up on recommendations.
Duties and Responsibilities Reporting to Programme Design and Quality Analyst – Climate and Environmet Team (CET) (Organigramme attached). S/he is responsible for establishing and maintaining good working relationships with related government officials, with civil society representatives and all other related partners. The main areas of responsibility of the Programme Operations Associate will be programme support, administrative, procurement, financial and logistical work within UNDP Office in Sri Lanka.
The Programme Operations Associate works in close collaboration with the Operations, Programme and projects’ staff in the CO and UNDP Regional Hub, and UN Agencies to exchange information and resolve complex finance-related issues.
Key Functions
Provides support for the administration and implementation of programme/operations strategies
Provides effective support to administration of budgets and functioning of the optimal cost-recovery system.
Provision of information for formulation of work plans, budgets, proposals on implementation arrangements and execution modalities. Tracking and preparing spreadsheets on mobilized resources. Processing of cost-recovery bills in the system for the services provided by elaboration and implementation of the income tracking system and follow up on cost recovery. Extraction of data from various sources. Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports. Maintenance of the filing system. Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit. Assists in the organization and coordination of all existing and future programme/project activities. Prepares materials for and creates Power Point presentations on relevant programme/project topics as may be required and selects and makes pertinent abstracts and undertakes searches for project related information. Drafts correspondence, takes instructions on a variety of project related subject-matters. Provides logistical, administrative and secretarial support and related processes, and programme management.Provides accounting and administrative support
Proper control of the supporting documents for payments, preparation of the supporting documents for payments and financial reports for projects. Processing of transactions, ensuring that they are correctly recorded and posted in UNDP’s financial management system (Quantum) in conformity with the internal expenditures control system. Timely corrective actions on erroneous in the system Compilation of data for internal/external audit. Provision of inputs to reports including donor reports.Provide Procurement Support to the Climate and Environment Team
Support the project managers in managing and tracking procurement activities, ensuring full compliance with UNDP procurement guidelines and procedures. Assist project managers in identifying and addressing bottlenecks in urgent procurement and programmatic actions, including Responsible Party Agreements, Letters of Agreement s etc.Facilitate knowledge building and knowledge sharing in the Country Office.
Participation in the organization of training for the office staff on programme/operations related issues. Synthesis of lessons learned and best practices in programme finance. Sound contributions to knowledge networks and communities of practice.Impact of Results
The key results have an impact on the overall CO efficiency in programme financial resources management and success in implementation of programme/operations strategies. Accurate analysis and presentation of financial information enhances UNDP position as a strong development partner. The information provided facilitates decision making of the management.
Competencies:
Core Competencies
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
2030 Agenda
Gender: Gender and EnvironmentBusiness Management
Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals. Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns. Operations Management: Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisation’s assets into the best results in the most efficient way. Knowledge of relevant concepts and mechanisms. Procurement Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations. Strategic sourcing: Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations. Finance Budget Management: Ability to support budgetary aspects of the work planning process, drawing and management of budgets.Required Skills and Experience Education: Educational qualification should be from an accredited University.
Secondary education (GCE A/L) passed with all subjects is required. OR A university degree (Bachelor’s Degree) in Finance, Business or Public Administration will be given due consideration but not a requirement.Experience:
Seven 7 years (with secondary education (GCE AL)) or 4 years (with Bachelor’s degree) of progressively responsible work experience in finance and administration or related fields is required. Knowledge and prior working experience under Government financial regulations will be an asset. Experience in handling general project administration and management of logistics is an advantage. Demonstrated capacity to undertake assigned responsibilities and work under pressure is desirable. Demonstrated experience and knowledge of relevant UN or UNDP financial rules and policies will be an asset. Prior experience with UNDP/UN system or in the development sector would be an advantage.Required Languages
Fluency in Sinhala and/or Tamil with excellent English written and oral/presentation skills.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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