Operations Analyst, Sana'a, Yemen
Closing Date: Wednesday, 19 February 2014
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Location :Sana'a, YEMEN
Application Deadline :19-Feb-14
Type of Contract :FTA Local
Post Level :NO-B
Languages Required :Arabic English
Duration of Initial Contract :One year (renewable)
Background
The Operations Analyst reports to the DCD/O on strategic financial and general/logistical services, consistent with UNDP rules and regulations. The main role is to lead the resources management and general services units, 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 fosters collaboration within the team, with programme staff and with other UN Agencies and a client-oriented approach. The Operations Analyst 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. Duties and Responsibilities
Ensures the strategic direction of resources management and General Services focusing on achievement of the following results:
- Full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets (BSC) and monitoring of achievement of results;
- Establishment of collaborate arrangements with potential partners, a Client relationship Management system for resource mobilization purposes and appropriate operational partnership arrangements;
- CO business processes mapping and establishment of internal Standard Operating Procedures (SOPs) in Finance and Logistical services;
- Constant monitoring and analysis of the operating environment, timely readjustment of the operations, advice on legal considerations and risk assessment;
- Knowledge building and sharing, and sound contributions to UNDP knowledge networks and communities of practice.
- Proper planning, expenditure tracking and audit of financial resources, including extra-budgetary income in accordance with UNDP rules and regulations;
- Proper management of the contributions management business process and accounting for contributions to ensure that the money due to UNDP is properly identified, consistently and uniformly classified, recorded on a timely basis and received with sufficient supporting documentation;
- Performance of Manager Level 2 role in Atlas for voucher and Treasury transactions approvals, bank reconciliation. Approval of pending disbursements as the 'third authority' (cheques, bank transfers, EFT). Approval of bank reconciliations;
- Organization of cost-recovery mechanisms for CO services provided to projects and UN Agencies, including ensuring preparation of proforma invoices for UN agencies;
- Organization and oversight of CO cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site;
- Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information to supervisors and other UNDP staff at HQ of the results of the investigation when satisfactory answers are not obtained;
- Member of bank signatory panel;
- Transaction and stop payment approval on internet banking system;
- All financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures.
- Establishment of common services, maintenance of coordinating machinery to ensure integrated activities on common services and implementation of the UN reform;
- Elaboration of the strategic approach for implementation of common services 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;
- Coordinates the CO assets management by arranging the physical verification of inventory items and submitting the year-end assets certification report;
- Manages and overseas travel arrangements, including security clearances, visa issuance;
- Works on the year-end Assets certification;
- Monitors the tax exemption requests and the customs clearances;
- Supervises the rental subsidy requests and the UNLP renewals.
Functional Competencies:
Building Partnerships
- Effectively networks with partners seizing opportunities to build alliances;
- Identifies needs and interventions for capacity building of counterparts, clients and potential partners;
- Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments;
- Participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies;
- Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration);
- Continues to seek new and improved methods and systems for accomplishing the work of the unit;
- Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally;
- Demonstrates comprehensive knowledge of information technology and applies it in work assignments;
- Continually looking for ways to enhance financial performance in the office;
- Performs appropriate work analysis and assists in redesign to establish clear standards for implementation;
- Makes recommendations regarding operation of systems within organizational units;
- Identifies and recommends remedial measures to address problems in systems design or implementation;
- Anticipates client needs;
- Demonstrates understanding of client's perspective;
- Solicits feedback on service provision and quality.
- Provides inputs to the development of organizational standards for accountability.
- Building support and political acumen;
- Building staff competence, creating an environment of creativity and innovation;
- Building and promoting effective teams;
- Creating and promoting enabling environment for open communication;
- Creating an emotionally intelligent organization;
- Leveraging conflict in the interests of UNDP & setting standards;
- Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
- Fair and transparent decision making; calculated risk-taking.
Education:
- Master's Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field;
- UNDP Certification programmes Prince2, Procurement, HR, Accounting and Finance.
- 2 years of relevant experience at the national or international level in providing management advisory 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;
- A first-level university degree in combination with 2 additional of relevant and qualifying experience may be accepted in lieu of the advanced university degree;
- Experience of accrual accounting, IPSAS or IFRS is highly desirable.
- Fluency in both English and Arabic languages.
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