Operations Specialist ( Office-Based) ( Open to Tier 0, 1 and 2) at UNDP

New York, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

06 Aug, 26

Salary

0.0

Posted On

08 May, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Procurement Management, Financial Management, Human Resources Administration, Budget Monitoring, Contract Management, Operational Strategy, ERP Systems, Quantum ERP, Stakeholder Coordination, Risk Management, Analytical Skills, Drafting Skills, Supply Chain Management, Compliance Monitoring, Administrative Support, Knowledge Management

Industry

International Affairs

Description

Tiered Approach In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby: * Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026. * Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments * Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers * Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply. Office/Unit/Project Description The Global Disability Fund (GDF) (formerly UNPRPD) is a multi-partner trust fund dedicated to advancing disability-inclusive development globally. It supports the implementation of the CRPD and the 2030 Agenda for Sustainable Development by providing technical assistance, policy guidance, and financial support to governments, UN agencies, civil society, and businesses. The GDF is hosted within the UNDP Governance team in the Bureau of Policy and Programme Support (BPPS). The GDF Secretariat operates in accordance with its own Strategic Plan and agreed annual work plan approved by its Steering Committee 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. The Global Disability Fund (GDF) is a global multi-partner fund dedicated to accelerating the implementation of the Convention on the Rights of Persons with Disabilities (CRPD) and promoting disability-inclusive implementation of the Sustainable Development Goals (SDGs). The Fund works with governments, United Nations entities, organizations of people with disabilities (OPDs), civil society organizations, and development partners to advance disability-inclusive development and humanitarian programming. The GDF Technical Secretariat supports the governance and operational management of the Fund. It coordinates partnerships, supports programme implementation, manages financial and operational processes, and ensures compliance with UNDP rules and procedures. The primary functions of the GDF Technical Secretariat include: * Coordinate strategic partnerships across the UN system, governments, development partners, OPDs and civil society to strengthen disability-inclusive development and humanitarian practice. * Support the development and implementation of resource mobilization strategies and catalytic funding mechanisms to scale joint programming and innovations. * Manage external relations, communications, outreach and knowledge management to raise global awareness and to promote evidence-based approaches to disability inclusion. * Prepare and submit annual work plans, budgets, and reports for governance approval, ensuring accountability and transparency of Fund operations. * Facilitate review and decision-making processes for the selection, design, financing, and oversight of GDF-supported initiatives and programmes. * Monitor and oversee joint programmes to assess progress, distil critical learning, and identify systemic and operational challenges, supporting adaptive management and refinement of disability-inclusion strategies. * Foster knowledge generation and capacity building, including tools, guidance and technical support, to strengthen programming, national systems and multi-stakeholder collaboration in line with the CRPD and inclusive SDG implementation. * Develop and maintain internal management frameworks to ensure efficient and effective operational delivery, fiduciary compliance, and stewardship of resources entrusted to the Fund. The GDF Secretariat plays a central role in translating global commitments into country-level action that advances disability rights, accessibility, inclusion, resilience, and equity for all persons with disabilities. In order to provide effective operational support Technical Secretariat (TS) teamwork seeks the services of Operations Specialist (IPSA-10).  Position purpose The GDF is seeking a highly organized and proactive Operations Specialist to support the Director and Secretariat across procurement, finance, HR and administrative tasks. The incumbent leads day-to-day operational delivery and provides analytical and advisory inputs across procurement, finance, HR and administrative processes, contributing to the achievement of approved programme and operational results ensuring workplan tracking, and providing day-to-day assistance to the Director. This role is suitable for a motivated team player with strong coordination, analytical skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Scope of Work Ensure effective operational management of the Secretariat * Manage implementation of Secretariat operational strategies and annual work plans. * Ensure compliance of operational processes with UNDP rules, regulations and internal control frameworks. * Lead monitoring of operational performance and delivery of Secretariat activities * Provide technical and coordination support to engagement with donors, partners, and technical assistance providers on procurement, supply chain, and logistics-related matters, as required * Maintain operational procedures and internal documentation systems. Ensure efficient procurement and contract management: * Ensure compliance of all GDF procurement activities with UNDP rules, regulations, policies, and procedures, and support the implementation of approved procurement strategies. * Maintain and monitor the annual procurement plan, identify risks and bottlenecks, and provide recommendations on adjustments, corrective actions, and mitigation measures. * Organize and administer procurement processes for goods, works, and services, including review of specifications, preparation of solicitation documents, support to evaluations, and assistance with contract negotiations. * Lead the preparation of procurement documentation and high-quality submissions to relevant procurement oversight bodies, ensuring completeness, consistency, and compliance. * Manage contract administration processes, including contract issuance, amendments, payments, and maintenance of vendor records, while monitoring supplier performance and compliance history. * Facilitate quality assurance, procurement reporting, and the establishment of long-term procurement arrangements, including LTAs for recurring needs. * Lead contracting of Individual Consultants as per GDF Programme needs ansuring that contracts extensions, amendments are processes in a timely manner. Ensure human resources and personnel administration * Lead recruitment processes for Secretariat personnel ensuring that annual HR plan is developed and updated regularly. * Advise GDF management and programme colleagues on proper contractual modality utilization. * Coordinate onboarding and contract administration. * Monitor staffing plans and personnel budget allocations. * Liaise with UNDP HR units on recruitment and personnel management processes. Ensure effective financial and budget management support * Lead preparation and monitoring of Secretariat budgets in Quantum ERP system. * Monitor expenditures and support financial reporting and analysis. * Coordinate provision of required financial transactions in a timely manner. * Prepare budget revisions and financial updates as required. * Ensure proper financial documentation for audits and corporate reporting. Ensure effective travel and administrative services * Coordinate official travel arrangements for Secretariat personnel and partners. * Process travel requests and travel reports in Quantum. * Provide guidance on UNDP travel policies and procedures. * Facilitate organization of meetings, workshops and governance events. Ensure operational coordination and knowledge management * Maintain operational records and documentation systems. * Maintain sustainable Document Management System for GDF * Lead preparation of operational reports and management updates. * Contribute to knowledge management and information sharing within the Secretariat. * Provide operational support to programme implementation and partnerships. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation Institutional Arrangement The position will report to the UN GDF Director. The incumbent shall supervise the work of the GDF Operations Analyst (IPSA9). Competencies Core * Achieving 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 and 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 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. Knowledge of relevant concepts and mechanisms. Procurement * Procurement Management: The ability to acquire goods, services or works from an outside external source Business Direction and Strategy * System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system Administration & Operations * Travel policy and procedure: Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters. Finance * Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets * Financial reporting and analysis: Understands changes in regulatory,legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance Minimum Qualifications of the Successful IPSA Min. Education requirements * Advanced university degree (master’s degree or equivalent) in Procurement, Supply Chain Management, Finance, Business Administration, Public Administration, Economics, Management, or a related field is required. OR * A first-level university degree (bachelor’s degree) in the areas stated above in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. CIPS level 4 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage. Min. years of relevant Work experience * A minimum of five (5) years (with master’s degree) or seven (7) years (with bachelor’s degree) of progressively responsible professional experience in providing procurement, operations, and financial/administrative support in international development, multilateral, or public-sector organizations is required. Required skills * Experience working at the regional or global level in multilateral organizations and/or within the UN system is required. * Demonstrated experience supporting multi-partner or inter-agency programmes, including coordination across institutional stakeholders, is required * Practical knowledge of operational processes related to procurement, finance, travel, and administrative support within a programme or Secretariat environment is required. * Proven experience and knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations. * Strong demonstrated understanding and implementation of business operations within an international organization * Experience in working with ERP or financial management systems (e.g. UNDP Quantum or equivalent) for budget monitoring, reporting, and data extraction is required. * Demonstrated ability to extract, consolidate, analyze, and present operational and financial data (using Excel or similar tools) to support budget monitoring, procurement tracking, and informed decision-making is required. * Evidence of strong drafting and analytical skills, including the ability to prepare procurement documentation, operational inputs, and analytical summaries, is required. Desired skills * Experience and knowledge of UNDP procurement, financial, and operational rules and regulations, including oversight and compliance processes is an asset. * Experience supporting multi-partner trust funds, joint programmes, or donor-funded initiatives is an asset. * Experience in HR management is an asset. * Project or operations management experience, including exposure to risk management, value-for-money analysis, or supplier performance monitoring, is an asset. Required Language(s) * Fluency in English is required. * Working knowledge of another official UN language, is advantageous. Professional Certificates • Professional certifications related to finance or operations management are desirable. Travel GDF will cover the cost of any official travel expected to be associated with performing the functions. 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. 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. Use of AI by candidates Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection [https://www.undp.org/careers/using-ai-responsibly-undp-recruitment-and-selection] 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 Specialist leads day-to-day operational delivery across procurement, finance, HR, and administration for the Global Disability Fund. The role ensures compliance with UNDP rules and provides analytical support to the Director to achieve programme results.