Operations Associate at UNDP

Paramaribo, Paramaribo, Suriname -

Full Time

Start Date

Immediate

Expiry Date

15 Jun, 26

Salary

0.0

Posted On

17 Mar, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Budgeting, Voucher Raising, Requisition Raising, Supplier Sourcing, Market Research, Vendor Management, Payment Facilitation, Internal Controls, Financial Planning, Cost Recovery, Procurement Support, Contract Management, Audit Reporting, HACT Compliance, Capacity Building, Results-Based Management

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. 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 Under direct supervision of the Operations Analyst and overall guidance of the Deputy Resident Representative, the Operations Associate will be responsible for supporting the office in day-to-day work of the Operations Team, which involves financial, procurement, logistical as well as administrative activities. Specific tasks include but are not limited to: budgeting, raising of vouchers, raising requisitions, sourcing and evaluating suppliers by obtaining quotations and conducting basic market research, maintaining vendor information, liaising with suppliers, facilitating payments, implementation of financial and internal controls and other tasks. 1.) Provide accounting and administrative support to the Country Office * Support with financial planning and budgeting of management projects, including preparation of annual budgets, financial projections and progress reports. * Routinely monitor and follow up with project teams 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 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. * Support UNDP in playing its role as manager of UN common premises and facilitate common services on cost-recovery basis. 3) Support procurement processes for CO, projects, and other UN Agencies. * Support in procurement services and analyze new opportunities for joint procurement for UN agencies in line with the UN reform. * Liaise with potential vendors, suppliers and service providers for negotiating LTAs, and other contractual arrangments on behalf of UNDP and UN agencies. 4.) Ensure compliance with UNDP Financial Policies and Procedures * Support with preparation of reports for audit and reporting purposes. * Support in drafting responses to auditors' findings and follow up on recommendations. * 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 operations trainings to partners to strengthen compliance with relevant UNDP rules and regulations. * Provide training to partners and project teams on financial administration and reporting of activities funded or implemented by UNDP Suriname. * Contribute/provide operations inputs to revision, formulation and implementation of SOPs. 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 is required OR * A Bachelor's Degree in Climate Change and Environment, Natural Science, Economics, Business Administration, Law, Public Relations, Communications, or a related field will be given due consideration, but it is not a requirement. * Professional certification related to Business Administration, Management, Finance, Procurement, or other operations field is a distinct advantage. Experience: * Minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of progressively responsible experience with projects implementation support is required. * Proven experience in collaborating with international and national experts and institutions. * Proven knowledge of key software packages (MS Office). * Demonstrated ability to work with a multidisciplinary and multicultural team. Additional Desirable Criteria: * Experience with financial, administrative, audit OR procurement related services is an advantage. * Experience of working within an international organization such as a UN Agency, CARICOM, bilateral donor partner or International Financial Institution (IADB, World Bank, IMF, others) is a strong advantage. * Familiarity with ERP platforms used within the UN such as Quantum is a big advantage. * Previous experience with expenditure reviews and reporting and in procurement is desirable. * Familiarity with national systems and experience of working with Government partners is strongly 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 [http://www.undp.org/scam-alert].

Responsibilities

The Operations Associate supports the Operations Team's daily activities, covering financial, procurement, logistical, and administrative tasks under the supervision of the Operations Analyst. Key duties include managing budgeting, processing financial transactions, sourcing suppliers, ensuring compliance, and facilitating payments for development programs and projects.