Operations Analyst ICS 9 (P2) – Mogadishu, Somalia

Job Identification : 7046

Locations : Mogadiscio, Somalia

Posting Date : 11/23/2022, 05:31 AM

Apply Before : 12/30/2022, 05:27 AM

Job Schedule : Full time

Vacancy Type : Fixed Term

Contract Duration : 1 Year with Possibility for extension

Education and Work Experience : Master’s Degree – 2 year(s) experience

Required Languages : English

Desired Languages

French

Job Category : Administration/Operations/Support

Job Description

The Position:

Under the guidance of the Representative and the direct supervision of the International Operations Manager (IOM), the Operations Analyst takes leadership and provides advice and services in the areas of procurement and human resources (HR) management, finance and other operations areas in the Country Office and supervises a team of staff in these functions. The Operations Analyst plays a key role in facilitating programme implementation and delivery by providing quality, result-oriented services to internal and external clients, in full compliance with established rules, guidelines, procedures and processes.

You will report to the International Operations Manager (IOM).

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

The Operations Analyst ensures a fully accountable, well-managed and results-oriented Country Office (CO) in the areas of procurement, human resources and operations. S/he will contribute with her/his operational expertise to facilitate programme and project implementation in close collaboration with the CO’s programme staff. Participating in inter-agency coordination, s/he will foster a collaborative, client-oriented approach towards the CO’s programme team and UN community, supporting effective communication and cooperation with Headquarters (HQ).

You would be responsible for:

The Operations Analyst would be responsible for:

Strategic Procurement Planning, Management and Services:

• Conduct strategic review of approved annual work plans and prepare a consolidated Procurement Plan, and ensure its timely implementation.
• Provide advice and develop systems to assist CO staff in proper forecasting, procurement planning and logistics management in each of UNFPA’s thematic programming areas.
• Identify and recommend the best strategy for sourcing of suppliers and best approach for contracting modalities, ensuring best value for money and minimal risks exposures to the organization at all times.
• Liaise with CO programme, project teams and where appropriate, relevant Government Departments and NGOs, to define accurate specifications and agree on best procurement modalities for the most effective and efficient procurement in accordance with prevailing UNFPA procurement policies, procedures and due processes.
• Ensure and oversee the timely provision of goods and services for the Country Office and programmes.
• Undertake and/or contribute to contracts/agreements negotiations with suppliers, donors, and Implementing Partners where necessary.
• Ensure that established corporate procedures regarding awarding of contracts is followed.
• Review procurement requests and initiate procurement procedures for equipment, supplies, commodities and services in a transparent and cost-effective manner; and recommend procurement decision.
• Provide regular updates on procurement timelines and ensure regular communication within UNFPA and externally with partners of the expected delivery dates.
• Monitor and evaluate effectiveness of procurement processes within the Country Office and its decentralized office and ensure compliance of the office business practices with the provisions of the UNFPA policies and procedures, work practices, and processes and suggest changes for improvement where and when necessary.
• Ensure coordination with UNFPA Procurement Services Branch (PSB) and Facilities Management Services, UNOPS and other UN procurement bodies for timely delivery and receipt of goods and services, release, acceptance and delivery of these to the destination point in a timely manner with due attention to quality assurance.
• Work closely with Ministry of Health on reproductive health (RH) commodities and medical equipment, from ordering to tracking and reception, and ensure proper coordination between Implementing Partner (IP) and the Procurement Services Branch (PSB) through smooth flow of information, clearance (green light, SOM number), and shipping documents. Follow up with the IP for timely clearance of consignments and update and monitor the status report to the office on regular intervals.
• Ensure that evaluations of service providers are completed in the correct and timely manner; and that the associated follow-up actions are implemented.
• Provide accurate response to audit findings and timely follow-up on recommendations made in the procurement area.
• Ensure the adequate response to audit findings and recommendations in the procurement area.
• Represent UNFPA and participate in the UN Operations Management Team (OMT), related Procurement and HR Networks, and related panels and committees as and when required.

Effective Management of Human Resources:

• Ensure optimal staffing of office and programmes through the timely provision of human resources advisory services, applying and advising on HR best practice.
• Ensure the proper implementation of human resources policies, procedures and systems, including recruitment, personnel administration, on-boarding induction, performance management, learning and development, etc.
• Oversee the staffing requirements of the CO and ensure that personnel administration for international and national staff is conducted timeously and correctly (e.g. renewal of UNLPs, visas, extension of contracts, administration of national benefits and allowances, administration of home leave entitlements, etc.).
• Provide advice to staff on all aspects of Atlas HR modules, UN/UNFPA personnel and administrative rules and regulations.
• Develop tools and mechanisms for effective and efficient monitoring of personnel activities in support of CO operations.
• Ensure compliance with the Performance Appraisal and Development cycle (PAD) and that follow up actions are conducted in this regard, including staff learning and development, performance improvement processes, etc.
• Conduct strategic review of the Country Office’s learning needs and prepare a consolidated Learning Plan, and ensure its timely implementation.
• Ensure that accurate and up to date personnel status files are maintained and that confidentiality is preserved.
• Ensure that corporate human resources management strategies are implemented in support of the Country Office.
• Ensure the adequate response to audit findings and recommendations in the HR area.

People Management & Leadership:

• Establish and maintain a harmonious working environment; seeking to strengthen team-building by encouraging active participation and interaction at all levels. Foster staff development and empowerment.
• Provide information, technical advice and guidance on procurement and human resources; liaising and advising on best practices as necessary in-house as well as with external stakeholders.
• Ensure that capacity building is effectively and successfully applied within the CO with regards to all procurement and HR processes, systems and policies.

Financial Management

• Supports IOM in the following areas in respect the finance function and in the CO as assigned
• Ensures strategic and efficient management of office and programme financial resources through planning and tracking of available resources, exercising appropriate financial control and ensuring corporate financial policies are met and reporting structures established and maintained. Advises when deviations from rules and regulations may be required and proposes alternative solutions to meet office and programme objectives.
• Supervises the Procurement and Logistics Associate and supports Finance Associates at the CO to ensure that UNFPA rules, policies and guidelines are followed, oversee all aspects of Year-end-Closure exercise for timely completion of key activities;
• Regularly monitor the status of requisitions, open purchase orders and un-vouched receipts, PO errors and advises staff of appropriate actions to ensure that CO dashboard is clean; In addition, observe any irregularities in the OFA and alert programme officer on time to avoid any violation of OFA policies;
• Ensures that CO dashboards and checklists for compliance are completed and used to advise management
• Participates in interagency working groups in the area of procurement and administration, including managing the Common Services and related budgets and highlight and keeps the management advised

Other:

• Monitor status of operations / management performance dashboards and do follow up to ensure timely implementation of corrective actions.
• Fulfil a backstopping role for the International Operations Manager (IOM) when necessary.
• When appropriate, undertake other related duties assigned by the supervisor and/or Representative.

Qualifications and Experience:

Education:

• Master’s degree in Business or Public Administration, Finance, Accounting, Procurement and/or Supply Chain Management, Human Resources, or other related discipline.

Knowledge and Experience:

• Minimum two years of increasingly responsible professional experience in related fields.
• Minimum two years of experience in managing/coordinating national projects working with government institutions, bilateral/multilateral development organization and/or UN.
• Previous UN experience an asset.
• Familiarity with UN system’s policies and procedures in the area of procurement and HR an advantage.

Languages:

• Excellent oral and written communications and editing skills in English is required.
• Knowledge of French is desirable.

Required Competencies:

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Core Competencies:

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,

Functional Competencies:

• Business acumen
• Implementing management systems
• Innovation and marketing of new approaches
• Client orientation
• Organizational awareness
• Job knowledge / technical expertise

Managerial Competencies (if applicable):

• Providing strategic focus
• Engaging in internal/external partners and stakeholders
• Leading, developing and empowering people, creating a culture of performance
• Making decisions and exercising judgment

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

Disclaimer:

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm

In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

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