Operations Associate (Open to all applicants) at UNDP

Paramaribo, Paramaribo, Suriname -

Full Time

Start Date

Immediate

Expiry Date

21 Feb, 26

Salary

0.0

Posted On

23 Nov, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Financial Management, Budgeting, Accounting, Procurement, Client Management, Risk Management, Project Management, Compliance, Training, Reporting, Collaboration, Market Research, Administrative Support, Audit Support, Vendor Management, Data Analysis

Industry

International Affairs

Description

Background UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. UNDP invests in improving access to rights and services through strengthening effective, inclusive and accountable governing institutions, promoting a transparent, gender-sensitive and digitalized public administration with innovative solutions. UNDP focuses on the advancement rule of law and access to justice and facilitates people’s meaningful participation – in particular, women and youth - in decision-making to promote equality and social cohesion at local level. As the integrator for collective action to realize the Sustainable Development Goals (SDGs), UNDP serves as the knowledge frontier organization for sustainable development in the UN Development System. UNDP’s policy work carried out at HQ, Regional and Country Office levels offer a spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. Under the broader framework of the SDGs and in line with the UN Sustainable Development Cooperation Framework (UNSDCF), the UNDP work in Suriname focuses on three areas as per the CPD 2022-2026: i) democratic governance, ii) social development and iii) environment, climate change and natural resource management. Gender equality and digital transformation are cross cutting priorities in all interventions. Annually, UNDP delivers over 4m$ in development projects. UNDP Suriname has close cooperation with the vertical funds (GEF), the EU, UN SDG Fund, bilateral partners as well as regional and global organizations and international financial institutions. UNDP also works with various civil society groups, academia and private sector organizations to advance the national development agenda and the SDGs. UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration. Under the guidance and supervision of the Operations Analyst, the Operations Associate provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Operations Associate promotes a client, quality and results-oriented approach and works in close collaboration with the Operations, Programme and projects staff in the office and other UN agencies staff to exchange information and ensure consistent service delivery. The Operations Associate provides cost effective and timely partnering services to the UNDP Country Office (CO) to maintain the sound financial management of and responsible resource allocation for its development programme and projects. S/he provides support to development project teams to ensure appropriate and adequate budgeting for projects, monitoring of budgets to identify gaps against allocations, and financial reporting to CO management to promote transparency and informed decision making. Position Purpose The Operations Associate will be responsible for day-to-day financial as well as administrative activities and dialogues pertaining to the Operations Unit. S/He will support all financial and internal control concerns on the development programme and project, such as budgeting, raising of vouchers, raising requisitions, sourcing and evaluating suppliers by obtaining quotations and conducting basic market research, maintain vendor information, updating reporting templates, payments as well as ensuring the implementation of financial and internal controls on the project under direct supervision of the Operations Analyst and overall guidance of the Deputy Resident Representative. The Operations Associate will ensure the adequate financial controls are in place to maintain propriety and proper accountability of expenditures during project implementation. 1.) Provide accounting and administrative support to the Country Office Support the Operations Analyst with financial planning and budgeting of management projects, including preparation of annual budgets, financial projections and progress reports. Oversee all payments issued under management projects (including those made to vendors, grantees, consultants, subcontractors, and staff) and ensure that they are issued in compliance with UNDP financial accounting policies and procedures and that they are in line with the project budgets. Record all financial transactions in Quantum and ensures accurate bookkeeping with proper supporting documentation. Support the Operations Analyst in preparing the annual project budget and Annual progress reports. Routinely monitor and follow up on any outstanding project advances and ensure appropriately liquidated within a timely manner. Manage the project assets and maintain control over project property through a log that indicates the property, value of property, condition and location. Support the UNDP Suriname Operations department with preparation of reports for audit and reporting purposes. Support custodian with management of cash receipts and petty cash. Support with the local payment system, and monitor the relevant financial dashboard. 2.) Ensure functioning of the cost-recovery system Provision of inputs for preparation of cost-recovery invoices in timely manner for the services provided by UNDP to projects and other UN agencies. Ensure timely cost recovery of the service provisions and reconciliation. 3) Support procurement processes for CO, projects, and other UN Agencies. Ensure compliance with UNDP Procurement policies and procedures. Implement harmonized procurement services and analyze new opportunities for joint procurement for UN agencies in line with the UN reform. 4.) Ensure compliance with UNDP Financial Policies and Procedures Ensure compliance with UNDP financial due diligence policies and procedures. Support Operations in drafting responses to auditors' findings and follow up on recommendations. Carry out administrative and accounting procedures in accordance with the guidelines established by UNDP Suriname. Serve as the office focal point for the Harmonized Approach to Cash Transfers (HACT), ensuring compliance with corporate policies and procedures. Review and maintain the HACT risk compliance dashboard, ensuring timely updates and accuracy of data. Monitor the status of macro-, micro-assessments, spot checks, and audits, and follow up with relevant teams and partners to ensure completion of required actions. Identify and escalate potential risks or compliance gaps, recommending corrective actions where necessary. Provide guidance and capacity-building support to programme and operations staff on HACT processes and requirements. 5.) Support capacity building and knowledge sharing in the CO Provide finance and fraud awareness trainings to partners to strengthen compliance with UNDP financial requirements. Provide training to partners on financial administration for activities funded by UNDP Suriname. Contribute/provide inputs to the process of policy/guideline updates. Participate in and support training for operations and project staff on finance-related matters. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. Institutional Arrangement The Operations Associate will be under the direct supervision of the Operations Analyst . On a day-to-day basis, S/he will work in close coordination with colleagues of the PMUs, local and international consultants, and other responsible partners. Competencies Core Competencies ACHIEVE RESULTS - LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline. THINK INNOVATEVELY - 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 Competencies BUSINESS DEVELOPMENT KNOWLEDGE GENERATION: Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations. BUSINESS 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 Fulfill 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. RISK MANAGEMENT: Identify and organize action around reducing, mitigating and proactively managing risks. RESULTS-BASED MANAGEMENT: Ability to manage the implementation of strategies, programmes, and projects with a focus at improved performance and demonstrable results. Knowledge and understanding of relevant theories, concepts, methodologies, instruments, and tools. Technical Competencies OPERATIONS: FINANCE BUDGET MANAGEMENT: Ability to support budgetary aspects of work planning process, drawing and management of team budgets. OPERATIONS: PROCUREMENT CONTRACT MANAGEMENT: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations. Required Skills and Experience Education: Secondary education with specialized certification in accounting and/or finance required. Or University degree in Finance or Accounting is desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage. Fully Qualified Accountant, from an internationally accredited institute of accountancy or Full Completion of theUNDP Finance Training and Certification Programme (FTCP). No UNDP Accountancy and Finance Test (AFT) required. Candidates with no professional accountancy qualifications but with degrees that major in accountancy and/or finance must complete UNDP Finance Training and Certification Programme (FTCP), if recruited. However, UNDP Accountancy and Finance Test (AFT) is not required. Candidates with no professional accountancy qualifications but with relevant experience must successfully undertake UNDP Accountancy and Finance Test (AFT) before shortlisting, and must complete the UNDP Finance Training and Certification Programme (FTCP), if recruited. Experience: Minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of progressively responsible finance and accounting and/or general administration experience at the national or international level is required. Proven experience in collaborating with international and national experts and institutions. Proven knowledge of key software packages (MS Office). Proven previous experience in drafting reports on environment-related policies. Demonstrated ability to work with a multidisciplinary and multicultural team. Additional Desirable Criteria: Previous experience with expenditure reviews would be an asset. Familiarity with the government is strongly desired. Experience in supporting audit recommendation implementation is desired. Languages: Fluency in Dutch and English is required. Important applicant information All posts in the NPSA categories are subject to local recruitment. Equal opportunity As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all. Sexual harassment, exploitation, and abuse of authority UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. Probation For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period. Right to select multiple candidates 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. Scam alert UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

Responsibilities

The Operations Associate will support day-to-day financial and administrative activities within the Operations Unit, ensuring compliance with UNDP policies. They will manage project budgets, oversee payments, and maintain financial records to promote transparency and accountability.