UN Offices

Regional Operations Associate

UN Offices

Job Description

UNCDF makes public and private finance work for the poor in the world’s 47 least developed countries. With its capital mandate and instruments, UNCDF offers “last mile” finance models that unlock public and private resources, especially at the domestic level, to reduce poverty and support local economic development. UNCDF’s financing models work through two channels: financial inclusion that expands the opportunities for individuals, households, and small businesses to participate in the local economy, providing them with the tools they need to climb out of poverty and manage their financial lives; and by showing how localized investments — through fiscal decentralization, innovative municipal finance, and structured project finance — can drive public and private funding that underpins local economic expansion and sustainable development. By strengthening how finance works for poor people at the household, small enterprise, and local infrastructure levels, UNCDF contributes to SDG 1 on eradicating poverty and SDG 17 on the means of implementation. By identifying those market segments where innovative financing models can have transformational impact in helping to reach the last mile and address exclusion and inequalities of access, UNCDF contributes to a number of different SDGs. Position Context: UNCDF Management Support Unit (MSU) is based in UNCDF Headquarters, New York along with out-posted staff across regional offices and multiple country locations. MSU team works to enhance the institutional effectiveness of UNCDF through operational solutions, development of management policies, prescriptive content, and overall management of all operational, Resource Management and financial aspects of the organization.  MSU oversees policy adherence, safeguarding UNCDF and Executive Secretary’s accountability while providing advisory, transactional services and support to UNCDF in its core functional areas of accounts and finance; human resources; operations and procurement; and information technology. The Programme Associate is part of the Management Support Unit regional capacity and to be based in Dakar, Senegal.  The role will report to the Chief Management Support Unit (MSU) and is expected to work closely with regional programme and HQ MSU operations colleagues. The programme associate is expected to provide support in execution of the full range of Programme Support & transactional services in areas of procurement, finance, operations and HR support services, at UNCDF Dakar regional office, in full accordance and compliance with UNCDF/UNDP rules and regulations, ensuring their accuracy, transparency and integrity with a high degree of quality assurance. The Programme Associate is expected to provide support to the UNCDF practice/project staff in the West Africa Regional and Country Offices and performs a variety of full-range programme budget support and administrative support functions for a variety of clients, with a strong client orientation. The Programme Associate will play a critical role in supporting the workflow of the MSU regional team. He/ She will support key functions such as procurement, human resources, budget management revisions and financial reporting, as well all clerical and support staff roles for the regional office portfolio/clients, working closely with relevant HQ MSU colleagues/focal points. The Programme Associate promotes a client-oriented approach consistent with UNDP rules and regulations. The Programme Associate role is based in Dakar, Senegal and reports to the Chief Management Support Unit, P-5, UNCDF Headquarters. The Programme Associate is expected to work closely with matrix reporting line with Regional Coordinator, regional MSU colleagues and provide them with operational guidance on a day to day basis, as needed. Duties and Responsibilities Summary of key functions: Under the supervision of the Chief Management Support Unit based at UNCDF HQ, the Regional Programme Associate G7 will provide a wide range of programme and operational support services and ensure full compliance of UNCDF regional programme operations with the UNCDF operational framework in line with the UN/UNDP rules, regulations and policies. The detailed roles and responsibilities are outlined below:
  • Ensures implementation of operational strategies

  • Provision of procurement support to West Africa Portfolio Country Offices

  • Ensures effective administrative and financial control in the office

  • Provision of logistical support to West Africa Portfolio Country Offices

  • Ensures facilitation of knowledge building and knowledge sharing

Ensures implementation of operational strategies, focusing on achievement of the following results:
  • Full compliance of administrative activities with UNDP/UNCDF rules, regulations, policies and strategies;

  • Provision of inputs to the business processes Mapping and elaboration of internal Standard Operating Procedures (SOPs) in Administration and Logistics in consultation with the direct supervisor and office management

  • Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

Provision of procurement support to Country Offices focuses on achievement of the following results:
  • Full compliance of procurement activities with UNDP/UNCDF rules, regulations, policies and strategies;

  • Provision of inputs to preparation of procurement plans for the office and inserting them in UNCDF Intranet;

  • Procurement of travel services, workshop arrangements, goods and services for Country Office;

  • Issuing Purchase orders and communication with vendors about the status of orders;

  • Creation of vendors set-up and submit for approval

  • Reply and manage day-to-day correspondences with both internal UNCDF units and external partners especially vendors and clients;

  • Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;

  • Maintain contract management database for monitoring the ongoing contracts;

  • Maintain LTA management database to monitor ceiling of LTAs;

Ensures effective administrative and financial control in the office, focusing on achievement of the following results:
  • Implementation of the control mechanism for administrative services,

  • Maintenance of administrative control records such as commitments and expenditures;

  • Regularly update and maintain contracts database and payment dashboard of commitments and expenditures such as consultant, payment of goods and services.

  • Proper control and of the supporting documents for payments, ensuring the proper filing system in Country office Database and electronic/hard copies;

  • Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared; travel claims, POs and other entitlements are duly processed

  • Prepare a request for payment for the programme team, resources persons and participants

  • Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations;

Provision of logistical support focusing on achievement of the following results:
  • Provides logistical support to organization of conferences, workshops and retreats

  • Arrange travel authorization, reservations

  • Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.

  • Responsible for issue related to issuance of visas, stay permit, issuance of UNLP, ground pass, Identification Card for staffs

  • Supports control of  Project Assets and inventory including keep record and maintenance of Office Assets and supplies and participation in periodic office physical inventory and asset verification exercises as needed

  • Proper inventory control; supervision of proper issuance of inventory items and supplies;

  • Receipt of shipments, customs clearance arrangements, preparation of documents for shipments (received/sent);

  • Facilitation of logistical arrangement for delivery and arrival of goods;

  • Facilitation of VAT clearance process;

  • Proper record and tracking of common services expenditure

  • Perform other work-related tasks assigned by the supervisors

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
  • Development and maintenance of the project filing system;

  • Organization of trainings for the operations/ projects staff on programme.

  • Synthesis of lessons learnt and best practices in programme.

  • Sound contributions to knowledge networks and communities of practice.

Impact of Results: The key results have an impact on overall Management Support Unit operational efficiency in programme support and success in implementation of UNCDF operational and programme strategies.  Accurate Analysis and presentation of information enhances MSU as a strong service provider to its internal clients & UNCDF position as a strong development partner. The information provided facilitates decision making of the MSU and UNCDF management, contributing to the success of UNCDF overall drive the implementation of the Sustainable Development Goals, with strong programme delivery at the regional and country level in the West Africa region. Competencies Core Competencies: Innovation
  • Ability to make new and useful ideas work

Leadership
  • Ability to persuade others to follow

People Management
  • Ability to improve performance and satisfaction

Communication
  • Ability to listen, adapt, persuade and transform

Delivery
  • Ability to get things done while exercising good judgement

Technical/ Functional Competencies: Subject Matter Expertise:
  • Understands more advanced aspects of primary area of specialization as well as the fundamental concepts related to digital innovation and regulation of financial inclusion.

Knowledge Management: 
  • Ability to capture, develop, share and effectively use information and knowledge.

Project Management:
  • Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals.

Relationship Management:
  • Ability to engage and foster strategic partnerships with other parties, Inter-Agency Coordination and forge productive working relationships.

Office Administration:
  • Ability to manage day-to-day office activities (including but not limited to travel management, facilities and Asset Management, policy and procedures maintenance) to meet operational needs.

Results Based Programming:
  • Assesses project performance to identify success factors and incorporates best practices into project work.

Required Skills and Experience Education:
  • Secondary Education, preferably with specialized certification in Accounting and Finance.

  • First University Degree in Business or Public Administration, Economics, Political or Social Sciences or related fields would be highly desirable, but it is not a requirement.

Experience:
  • Minimum seven 7 years of progressively responsible administrative or programme experience is required at the national or international level.

  • Candidates having Bachelor’s degree or equivalent, will require a minimum of four years of relevant work experience.

  • Specialized training in office management and administration is highly desirable.

  • Experience with a UN organization/agency is desirable.

  • Experience with ERP system ATLAS and UNDP Procurement Processes, Programmes & Policies etc is highly desired, but not a requirement.

  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based Management Systems.

Language Requirements:
  • Fluency in both French & English required (written and spoken)

Disclaimer Important applicant information All posts in the GS categories are subject to local recruitment. Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC. Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs. Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT). External applicants to General Service (GS) positions in New York who already possess a Bachelor’s degree or an accredited certification in a technical field (e.g. IT, Finance, or Procurement) will not need to obtain/pass the UN Administrative Support Assessment Test (ASAT). However, passing specialized tests (e.g. Finance and Accounting technical assessments) may still be required for some General Service (GS) positions, as specified in the vacancy announcement. Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing. Applicant information about UNDP rosters Note: 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. Workforce diversity: UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence. Scam warning The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
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