Operations Specialist - Ipsa 10

Description

Background
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs).

UNDP's policy work carried out at HQ Regional and Country Office levels, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.

Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP's Strategic Plan. BPPS also assists UNDP and partners to achieve higher quality development results through an integrated approach that links results-based management and performance monitoring with more effective and new ways of working. Lastly, BPPS supports UNDP and partners to be more innovative, knowledge and data driven including in its programme support efforts.

In order to streamline its financial and investment engagement, UNDP launched the Sustainable Finance Hub, a finance and innovation platform, that draws on a critical mass of UNDP expertise, initiatives, and partnerships to support the mobilization and leveraging of resources for the SDGs and lead to implementation of the new UNDP private sector strategy and other initiatives. The Hub is an integral part of both the Bureau for Policy and Programme Support (BPPS) and the Bureau of External Relations and Advocacy (BERA), as well as part of the GPN. The Hub serves as a connector, broker and global coordinator among internal and external actors; curates and manages UNDP's catalogue of service offers on SDG financing to governments, investors and companies, via the COs, to significantly enhance the scale and impact of UNDP's work.

In 2020, APEC Business Advisory Council (ABAC)’s Finance and Economics Working group (FEWG) developed recommendations to the APEC Finance Ministers on how to enable lenders and investors to incentivize companies and organizations in the region effectively to align their practices progressively with the SDGs. During their dialogue in 2020, APEC Finance Ministers welcomed the proposal to establish the Sustainable Finance Development Network (SFDN), a platform to support this goal. SFDN’s focus is to address the major challenge hindering the Asia-Pacific region transition to sustainability today, which is the fragmented ESG landscape and the lack of applicable and practical common standards to guide lenders and investors in incentivizing organizations, especially in emerging markets, to progressively align their practices with the SDGs. To deliver efficient and effective support, the Asia-Pacific Financial Forum (APFF) has appointed the UNDP hosted and UN-convened Financial Centres for Sustainability (FC4S) as SFDN’s Secretariat.

Sustainable Insurance Forum

Established by the UN with the support of the International Association of Insurance Supervisors (IAIS) in 2016, the UNDP Sustainable Insurance Forum (SIF) is a global network of 36 insurance supervisors and regulators working together to address sustainability and climate change issues impacting consumers, firms, and markets in their jurisdictions.

SIF provides a platform for international collaboration among supervisors, facilitating knowledge sharing, dialogue, and uptake of policy innovations in support of a global insurance system where sustainability factors are effectively integrated into the regulation and supervision of insurance companies.

Under the guidance and direct supervision of the Sustainable Finance Advisor, the Operations Specialist will be responsible for the coordination and implementation of project procurement, travel and HR management strategies, financial and budgetary management, organization of meetings and events, compilation and maintenance of project records, supporting partnership development and project reporting exercises and other related duties as may be required by the Supervisor.

Duties and Responsibilities

The Operations Specialist will be responsible for, but not limited to, the following key functions:

Project Management and Coordination:

Work with Coordinators and Project Manager to build common understanding and coordination on project activities.
Establish and execute the programme implementation plans for the programme in collaboration with partners, set objectives, performance measurements, standards and results expected to ensure timely and partner-oriented services.
Contribute to the corporate planning, monitoring, and reporting exercises as may be required.
Contribute to the project’s knowledge management, strategic communications and partnership development efforts as may be required.
Reviewing partnership agreements (MoUs, Development Services Agreements, Responsible Party Agreements, Low-Value Grants, etc.) and liaising with counterparts and relevant UNDP teams (e.g. the Legal Support Office, GPN Joint Directorate, BERA, OFRM, and BPPS Operations) to obtain necessary clearances and signatures.

Donor Relation:

Coordinate activities related to donor relations and funding opportunities (programme/project preparation and submissions, etc.)
Prepare related documents/reports (pledging, work programme, programme budget, etc.) and coordinate joint efforts to mobilize resources, map interests of potential donors, initiate contract with new and emerging partners to explore funding opportunities and develop partnerships.
Participate in the development, implementation and evaluation of assigned resource mobilization initiatives, etc.
Monitor and analyze resource mobilization and donor relations; review relevant resource mobilization documents and reports; identify problems and issues to be addressed and proposes corrective actions; liaise with relevant parties; identify and track follow-up actions.
Liaise with UN Agencies and other partners regarding relevant co-financing.
Create and nurture relations with donors, implementing partners and clients.

Human Resources:

Support recruitment and onboarding of FC4S international personnel, including drafting and submission of TORs, Recruitment Strategies, and other related documents as may be needed.
Coordinate timely extension and separation processes for FC4Sinternational personnel and ensuring timely submission of necessary forms and documentation to PMST.
Coordinate recruitment of FC4S interns: draft TORs, request approvals, submit to OHR for posting, coordinate shortlisting, evaluation, and onboarding processes.
Regular monitor the budget availability for the existing and new FC4S positions and ensure timely submission of requests for COA modifications as may be required.

Procurement:

Support project procurement planning and ensure timely and quality submission of inputs to PMST.
Support procurement processes including preparation of RFQ/RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
Collect and verify information for the creation of Vendor and Traveler profiles in Quantum.
Maintain data on FC4S procurement contracts and take timely actions for the renewals.
Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control; proper functioning of a client-oriented procurement management system.

Finance and Budget Management:

Maintain project shadow budget and commitments and produce quality financial reports for the FC4S activities as may be required.
Review project revenue and expenditures, monitor budget implementation, prepare, and enter project budget revisions as may be needed.
Ensure timely preparation and submission of requests for payment.
Provide financial inputs for other donor reports using relevant financial information from Quantum/ERP.
Keep up to date with new releases vis-à-vis Quantum and UNDP regulations, and exchanges information.

Travel and General Administration:

Coordinate and process the official mission travel requests for FC4S personnel and external participants, including timely submission of Travel Requests and Travel Reports in Quantum and settlement of outstanding travel claims.
Guide FC4S staff, personnel, and other stakeholders on applicable UNDP travel policies, practices, and procedures.
Serve as a primary focal point for the organization of donor meetings, country/region specific meetings, workshops, trainings, conferences, retreats, and any other special events organized by FC4S team.

Institutional Arrangement

The Operations Specialist will work under the direct supervision of the SDG Finance Advisor, Finance Sector Hub and in close collaboration with the other SFH and BPPS team members.
Competencies

Core
Achieve Results: LEVEL 3: Set and align challenging, achievable objectives for multiple projects, have lasting impact
Think Innovatively: LEVEL 3: Proactively mitigate potential risks, develop new ideas to solve complex problems
Learn Continuously: LEVEL 3: Create and act on opportunities to expand horizons, diversify experiences
Adapt with Agility: LEVEL 3: Proactively initiate and champion change, manage multiple competing demands
Act with Determination: LEVEL 3: Think beyond immediate task/barriers and take action to achieve greater results
Engage and Partner: LEVEL 3: Political savvy, navigate complex landscape, champion inter-agency collaboration
Enable Diversity and Inclusion: LEVEL 3: Appreciate benefits of diverse workforce and champion inclusivity

Cross-Functional & Technical competencies
Thematic Area Name Definition
Business Management Operations Management

Ability to effectively plan, organize and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.

Business Management Project Management

Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals

Procurement Procurement Management

The ability to acquire goods, services or works from an outside external source

Finance Budget Management

Ability to support budgetary aspects of work planning process, drawing and management of team budgets

HR Recruitment Design and Management

Knowledge of, ability to design and manage end to end recruitment processes

Business Development

Knowledge Generation Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
Required Skills and Experience
Min. Academic Education

Master’s degree in economics, Management, Finance, Business/Public Administration, other related fields or Bachelor’s degree in the related fields with additional 2 years of relevant experience will be given due consideration in lieu of Master’s degree

Min. years of relevant work experience Minimum 5 years with a Master’s Degree or 7 years with a Bachelor’s degree of progressively responsible experience in supporting project operations including HR, travel, procurement, finance and/or administration is required
Required skills and competencies

Experience in procurement, Human resource and Travel is required.
Experience in monitoring and revising project budgets is required.
Experience in organizing missions, events, workshops, and coordination logistics.
Result-orientation and ability to work in a stressful environment is required.
Ability to work independently and prioritize to meet multiple competing deadlines is required.

Desired additional skills and competencies

Previous work experience with the UN system / UNDP in Finance and Budget Management, operations, etc. is a distinct advantage.
Advanced knowledge and competence in providing high-level project Coordination across financial centres and member institution.
Experience supporting high-profile projects involving government stakeholders is desirable
Experience producing in-person, virtual and hybrid events and ability to establish and maintain effective working relations, support and encourage open communication in the team, and facilitate team work
Ability to support report and proposals writing

Required Language(s) (at working level)

Proficiency in English is required.
Working knowledge of another UN language is an advantage.