Project Operations Associate at UNDP

Colombo, Western Province, Sri Lanka -

Full Time

Start Date

Immediate

Expiry Date

28 Jun, 26

Salary

0.0

Posted On

30 Mar, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Financial Management, Administrative Support, Logistical Support, Budget Administration, Cost Recovery, Data Extraction, Report Preparation, Financial Reporting, Transaction Processing, Audit Compilation, Knowledge Sharing, Project Management, Operations Management, Contract Management, Financial Analysis

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. Background To address digital challenges and harness possibilities, and in line with SDG transformations from its 2023-2026 Strategy, the Joint SDG Fund launched the Digital Transformation Window. It invests in joint UN action led by UN Resident Coordinators (RCs) and implemented by UN Country Teams (UNCTs) to develop systemic responses that simultaneously address policy, capacity, financing and connectivity needs towards transformation impact. The Window builds on the Roadmap for Digital Cooperation launched by the UN Secretary-General in June 2020, which provides the framework for joint action toward a more inclusive, equitable, and safer digital world that serves the needs of everyone and is aligned with the UN Secretary-General’s Our Common Agenda. It supports the implementation of one of the key SDG transformations that represent the thematic priorities of the Joint SDG Fund in its new 2023-2026 Strategy “Financing Catalytic Action for the SDGs”. Sri Lanka’s Joint Programme under the Digital Transformation Window of the Joint SDG Fund is implemented by the United Nations Development Programme (UNDP) in Sri Lanka, and the World Health Organization (WHO). Anchored within the Strategic Engagement, Digital & Innovation Team (SEDIT), the Joint Programme, titled ‘OneRegistry’, is focused on strengthening the country’s civil registration and vital statistics (CRVS) system, which is currently primarily paper-based and has high coverage for birth, death, marriage, and divorce registrations. Against this backdrop, UNDP seeks to recruit a Project Operations Associate who will provide overall operations support for the entire project. Duties and Responsibilities The Project Operations Associate will work under the overall guidance of the Team Lead, SEDIT, and the direct supervision of the Project Manager. The main areas of responsibility of the Project Operations Associate will be administrative, financial and logistical support within the project. S/he is responsible for having an overall view of the project finances, and supporting the project manager with programme financial management and operations. S/he will also support programme/project financial management and operations of the Strategic Engagement, Digital & Innovation Team. Under the direct supervision of the project Manager and over all guidance of the SEDIT Team Lead, the Project Operations Associate will work in close collaboration with all colleagues in the team, along with the wider CO. S/he will also be connected with the Operations, Programme and projects’ staff in the CO and UNDP Regional Hub, and UN Agencies to exchange information and resolve complex finance-related issues. Key Functions: Provides support for the administration and implementation of programme/operations strategies * Effective application of RBM tools and establishment of management targets. * Full compliance with UN/UNDP rules and regulations and other relevant policies on financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system. * Provision of inputs for preparation of cost sharing, trust fund and other agreements, follow up on contributions within the CO resource mobilization efforts. * Drafts/produces various documents to help with management monitoring and evaluation of projects-programmes, (e.g. summary table of AWPs, summary table of overall programmatic expenditures, determination of unutilized funds, drafts/compiles funding gaps matrix for the CO and keeps it updated, etc.) * Checking programme related finance reports; Provides effective support to administration of budgets and functioning of the optimal cost-recovery system. * Provision of information for formulation of work plans, budgets, proposals on implementation arrangements and execution modalities. * Tracking and preparing spreadsheets on mobilized resources. * Processing of cost-recovery bills in the system for the services provided by elaboration and implementation of the income tracking system and follow up on cost recovery. * Extraction of data from various sources. * Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports. * Assists in the organization and coordination of all existing and future programme/project activities * Prepares materials for and creates Power Point presentations on relevant programme/project topics as may be required and selects and makes pertinent abstracts and undertakes searches for project related information; * Provides logistical, administrative and secretarial support and related processes, and programme management, * Preparation of financial reports Quartely and Annually. Provides accounting and administrative support * Proper control of the supporting documents for payments, preparation of the supporting documents for payments and financial reports for projects * Processing of transactions, ensuring that they are correctly recorded and posted in UNDP’s financial management system (Quantum) in conformity with the internal expenditures control system. * Support with project financial reporting for government counterparts, working closely with the relevant project managers/officials. * Timely corrective actions on erroneous in the system. * Compilation of data for internal/external audit. * Provision of inputs to reports including donor reports. Facilitate knowledge building and knowledge sharing in the Country Office. * Participation in the organization of training for the office staff on programme/operations related issues. * Synthesis of lessons learned and best practices in programme finance. * Sound contributions to knowledge networks and communities of practice. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. Impact of Results The key results have an impact on the overall CO efficiency in programme financial resources management and success in implementation of programme/operations strategies. Accurate analysis and presentation of financial information enhances UNDP position as a strong development partner. The information provided facilitates decision making of the management. Competencies Core competencies: * Achieve Results: Level 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline * Think Innovatively: 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 & Technical competencies: Business Management * Project Management. Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals * Operations Management. Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisation’s assets into the best results in the most efficient way. Knowledge of relevant concepts and mechanisms. * 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 fulfil 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 Procurement * Contract Management. Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations. Finance * Budget Management. Ability to support budgetary aspects of work planning process, drawing and management of team budgets Procurement * Financial analysis. Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability Required Skills and Experience Education: * Secondary education (GCE A/L) passed with all subjects is required.OR * An university degree (Bachelor’s Degree) in Finance, Business or Public Administration will be given due consideration but not a requirement (Educational qualification should be from an accredited University.) Experience: * Minimum of Seven (7) years (with secondary education (GCE AL)) or Four 4 years (with Bachelor’s degree) of progressively responsible work experience in finance and administration or related fields is required. Desired skills in addition to the competencies covered in the Competencies section : * Knowledge and prior working experience under Government financial regulations will be an asset. * Experience in handling general project administration and management of logistics in relation to public sector innovation, digital transformation and skill building programme an advantage. * Demonstrated capacity to undertake assigned responsibilities and work under pressure with multiple stakeholders is desirable. * Demonstrated experience and knowledge of relevant UN or UNDP financial rules and policies will be an asset. * Prior experience with UNDP/UN system or in the development sector would be an advantage. Required Language(s): * Fluency in English and fluency in either Sinhala and/or Tamil is required. 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. 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 Project Operations Associate will provide essential administrative, financial, and logistical support for the project, maintaining an overall view of project finances and assisting the Project Manager with financial management and operations. Key functions include supporting the administration and implementation of programme strategies, processing transactions in the financial system, and preparing financial reports.