Operations Analyst Vacancy-Job Ref: JKNEUNDP/2006/202474

Operations Analyst Vacancy-Job Ref: JKNEUNDP/2006/202474
Niamey (Niger)
JOB DESCRIPTION

Background
UNDP is committed to recruiting staff who are diverse in terms of gender, nationality and culture. We also encourage people from ethnic minorities, indigenous communities or people with disabilities to apply. All applications will be treated in the strictest confidentiality. UNDP does not tolerate sexual exploitation and/or abuse, or any form of harassment, including sexual harassment, and/or any forms of discrimination. All selected candidates will therefore have to undergo rigorous checks relating to the references provided as well as their background.

Job Purpose and Organizational Context
Under the direction and general supervision of the Operations Manager, the Operations Analyst supports the Operations Manager in the overall management of administrative and operational services, administers and executes processes and transactions ensuring high quality and precision of work. The Operations Analyst promotes a customer, quality and results approach. He/She works closely with operations, program and project units in the country office and other UN agencies to exchange information and ensure consistent service delivery.

Duties and Responsibilities
The Operations Analyst will be placed under the direct supervision of the Operations Manager and the general supervision of the Deputy Resident Representative
UNDP takes a portfolio approach to respond to the evolving needs of businesses and leverage linkages between interventions to achieve its strategic objectives. It is a recognition of the interconnected nature of the development risks and crises facing the world and which require the establishment of multidisciplinary teams for an integrated and systemic response. Therefore, UNDP staff are expected to work on issues, across units, functions, teams and projects within multidisciplinary teams to enhance and enable horizontal collaboration.

1. Implementation of effective innovative operational administrative strategies:
• Identify operational administrative issues and potential concerns, including logistical, protocol constraints and discuss them with stakeholders and customers
• Consider the results of the solution options presented to find the best possible fit
• Make presentations and detailed reports that support recommended solutions to identified problems and concerns as well as the drawbacks of their implementation and communicate them effectively
• Properly implement solutions selected by the office as as a strong team player
• Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies
• Support the mapping of country office administrative processes and propose internal standard operating procedures (SOPs)
• Prepare results-oriented work plans for the administrative team and ensure administrative cost recoveries
• Develop, propose and implement administrative cost saving and reduction strategies in consultation with office management

2. Ensure effective administrative services for the program and other sister agencies.
• Coordinate and supervise support staff engaged in general services areas including mail management and common premises
• Coordinate and supervise travel, event management, administrative investigations, transport and insurance services, space management
• Present analyzes and in-depth reports for planning financial resources for administrative services
• Prepare the draft of the office’s Annual Work Plan

3. Ensure effective daily administrative control of the office
 Establish a mechanism to control administrative services, maintaining administrative control records such as commitments and expenditures
 Review, research, verify and reconcile data and reports ensuring the accuracy and compliance with administrative rules and regulations
 Review the integrity of data in the database; analyze the results and implement corrective actions if necessary
 Assume the role of Asset Manager and supervise the proper distribution of items and supplies
 Assist in the preparation of the administrative budget, audit and other reports
 Provide sought-after information, reports for audit exercises

4. Contribute to the management of common services
 Oversee common services to ensure integrated activities on common services and the implementation of ongoing UN reform
 Appropriately plan and monitor the budget for common services and agency contributions to the common services account

5 Facilitate ongoing knowledge sharing
 Organize training for staff on administration
 Brief staff members on general administrative issues
 Provide advice to support administrative activities
 Contribute to knowledge networks and communities of good practice
The incumbent performs other tasks within the framework of his functional profile, when necessary for the proper functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities: Supervise administrative staff

Competencies
Achieve Results:
LEVEL 2: Scale up solutions and simplify processes, balances speed and accuracy in doing work
Think Innovatively:
LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously
LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility
LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner
LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion
LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
People Management (Insert below standard sentence if the position has direct reports.) UNDP People
Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies (insert up to 7 competencies)
Thematic Area Name Definition
Business Direction & Strategy Strategic thinking – Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities , linking the vision to reality on the ground, and creating tangible solutions.
– Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP

Business Management Portfolio Management -Ability to select, prioritize and control the organization’s programs and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment
Administration & Operations Assets management Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain 16 UNDP | People for 2030 – Competency Framework – Technical Competencies Asset Management Module in QUANTUM, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and asset recording; run APAM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information
Administration & Operations Events management (including retreats, trainings and meetings) Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements , etc.

Required Skills and Experience
Education :
An advanced university degree (master’s degree or equivalent) in business administration, public administration, economics, political science, social sciences or a related field is required, or.
A first level university degree (bachelor’s degree) in the fields mentioned above, together with two additional years of qualifying experience, will be given due consideration in lieu of an advanced university degree. will be duly considered in lieu of the advanced university degree.

Experience:
Up to 2 years (with a Master’s degree) or minimum 2 years (with a Bachelor’s degree) of relevant professional experience at the national and/or international level in the areas of administration and finance is required.
Mastery of computer systems (word processing, spreadsheets and database software) to prepare and develop complex reports and be able to assimilate UNDP internal work tools.
Work experience in an international organization or in one of the SNU agencies is an asset
Experience in team management is an asset
Having knowledge of Gender and the ability to integrate it into all activities related to the position is an asset.
Fluency in French and local languages ​​(Haousa, Zarma) are required
Working knowledge of English is an asset

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