Programme Operations Analyst, ROLSHR (Office-Based)

Office/Unit/Project Description 

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional and Country Office levels, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. 

UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan. Particular focus is on the development of a horizontal network of practitioners across UNDP and the broader development community and working closely with UNDP Regional Hubs. 

Within the GPN, the Crisis Bureau guides UNDP’s corporate crisis-related strategies and vision for crisis prevention, response and recovery and its Rule of Law, Security and Human Rights (ROLSHR) Team manages UNDP’s Global Programme for Strengthening the Rule of Law, Human Rights, Justice and Security for Sustainable Peace and Development which provides programmatic, policy and financial support to national partners in over 50 contexts. 

The Programme Operations Analyst provides programme and administrative services in support of the overall Global Programme including but not limited to programme support in data, financial management, project/programme design, planning, implementation, reporting, and information management. The Programme Operations Analyst promotes a client-oriented approach, in the framework of UNDP policies, rules and regulations. Under the supervision of the ROLSHR Programme Manager, and in close collaboration with the Programme Management Associate as well as the policy, programme, operations and project colleagues and teams in the Regional Hubs, COs, and HQs, the Programme Operations Analyst identifies and helps resolve bottlenecks, clarifies and interprets procedures, and escalates complex programme and administrative issues as needed.

While supporting the implementation of the Global Programme for Rule of Law and Human Rights, the Programme Operations Analyst will be ensuring operational and administrative support to the project, “Justice Action Coalition Catalytic Fund -People Centred Justice)” which is the result of a partnership between UNDP and the Governments of Germany and the Netherlands.  The programmatic action has the objective to support support countries in making the pivot towards innovative people-centred justice initiatives and reforms, in which people and their legal needs are put at the centre of justice systems and there is clear national ownership and leadership, coupled  with deliberate and intentional efforts, by governments to solve justice problems through transformation of justice institutions and services,

The Programme Operations Analyst provides programme and administrative services in support of the project’s responsibilities, deliverables, and operations. This will include support in data, financial management, project/programme design, planning, implementation, reporting, and information management. The Programme Operations Analyst will promote a client-oriented approach, in the framework of UNDP policies, rules and regulations.

Scope of Work 

Ensure the financial management of the Catalytic Fund on People Centered Justice Project including:

• Working with the Project Specialist and Coordinator and relevant colleagues to develop an annual budget spending forecast and then monitoring projects in Quantum, including creating, closing and managing the project in Quantum; tracking, monitoring and reporting on the use of project resources, especially the budget allocated for the global team (shadow budget) and project delivery, on a monthly basis; prepares financial reports for the project donors.
• Preparing and backstopping procurement processes, including creating procurement plan; creating requisitions; raising receipts; managing submissions and requests to CPU and ExpRes Roster deployments; hiring of consultants.
• Ensures the compliance of arrangements for project approval, implementation, general operations, and closure of projects with UNDP policies and regulations; 
• Reviews, verifies and reconciles financial data, in collaboration with the Programme Management Associate, to ensure accuracy and compliance with UNDP financial and administrative rules and regulations;
• Identifies and escalates project-related issues, proposing and contributing to the development of solutions.

Perform general operational and administrative processes for the Catalytic Fund on People Centered Justice and Justice team, including supporting knowledge-sharing initiatives and events, and managing relevant travel portfolios;

• Manages travel portfolios including: processing official Mission Travel Requests, ensuring preparation of the necessary documents in Quantum, collaborating with Central Travel Desk/BMS and other units as needed;
• Monitors all travel-related payments and visas/UNLP requests for the justice staff and consultants;
• Provides administrative and logistical support for events organized by the justice coordination team;
• Ensures knowledge product development on processes such as procuring translation, design, editing, etc.;
• Serves as a liaison for interactions with CB Operations and SSM unit on programme and operational support, as required. 

Contribute to the managing the people centered justice portfolio documentation systems and archives:

• Ensures to compile information and documentation for project and programme audits, including follow-up/support to the implementation of audit recommendations;
• Following the established records-keeping systems – including through Microsoft Teams – and procedures for the justice coordination teams, including maintaining filing systems and archives, and supports updating project and programme related documentation;
• Ensures proper digital filing of all justice documents that must be retained in support of UNDP corporate as well as interagency policies and procedures.

Facilitate to the implementation of the Global Programme for Rule of Law and Human Rights, including:

• Ensuring the financial reporting and financial management of the ROLSHR Global Programme and related portfolio, including formulation and revision of budget, monitoring expenditures, technical guidance and formulation of internal and external reports, reduction of bottle necks; analysis of data gathered from Quantum and relevant platforms.
• Perform general operational and administrative processes for the ROLSHR team, including supporting procurement processes, payments submissions and troubleshooting, preparation and execution of workshops, events, knowledge sharing initiatives and related logistics, and managing the ROLSHR travel arrangements/portfolio;
• Support to management of ROLSHR GP documentation systems and archives.

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 Programme Operations Analyst will report to the Programme Manager of the Rule of Law and Human Rights Team under the guidance of the Programme Management Associate Rule of law, justice and security in UNDP’s Crisis Bureau and work closely with colleagues throughout the Global Policy Network. They will liaise regularly and seek advice from the policy, programme, operations and project colleagues and teams in the Regional Hubs, COs, and HQ.

Competencies

Core

Cross-Functional & Technical competencies 

Minimum Qualifications of the Successful IPSA

Min. Education requirements    

• An Advanced university degree (master’s degree or equivalent) in Finance, Administration, Management, Economy or any other related field is required. Or
• A first-level university degree (bachelor’s degree) in the above mentioned areas, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Min. years of relevant work experience              

• Applicants with a Master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience. 
• Applicants with a Bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional experience in providing operational, financial and programme implementation support and/or administration in the general area of development, human rights, and/or Rule of Law.

Required skills  

• At least 2 years working with UN or national/international NGO is desired;
• Experience in the use of computers applications and software packages (MS Word, Excel, etc) as well as web-based management systems;
• Experience in using Quantum, UNAll or any other  ERP systems is required.
• Proven track record of providing on time and successful logistical support and planning for travel and events/meetings. 

Desired skills in addition to the competencies covered in the Competencies section     

• Previous experience working with UNDP would be a distinct advantage.
• Demonstrated experience in mobilizing support from a wide range of partners (public, private, academic, civil society, business community leaders is an asset).

Required Language(s)   

• Fluency in English is required.
• Knowledge of one or more other UN Official language would be an advantage.