National Post: Operations Analyst

The Position:

The Operations Analyst delivers quality services to the Ghana Country Office in finance, administration, procurement, information technology, and human resources, and contributing operational expertise to facilitate programme and project implementation.  His/her role is to contribute to a fully accountable, smoothly functioning, well-managed and results-oriented Country Office and to facilitate program implementation and delivery by providing for the operational needs of programmes. The Operations Analyst closely collaborates with the programme staff in the Country Office.

You will report to the International Operations Manager.

How you can make a difference:

UNFPA strives to find solutions to the problems that humanity faces today. Working along critical pathways, the action will accelerate the fulfilment of unmet needs for family planning, ending preventable maternal deaths, and ending gender-based violence and harmful practices.  UNFPA’s new strategic plan (2022-2025), leads to 2030 and the achievement of universal access to sexual and reproductive health and reproductive rights. Emerging trends inform the plan, new and expanded priorities add to longstanding commitments, and “how we work” is changing. Yet every step continues to be guided by the ICPD Programme of Action and the 2030 Sustainable Development Goals.

In Ghana, UNFPA has started implementing its new five-year 8th Country Programme 2023-2027.  The 8th CP aligns well with national, regional and global priorities including aligning with the UNFPA strategic plan, 2022 – 2025, that seeks to accelerate the reduction of preventable maternal death, unmet need for family planning, and gender-based violence and harmful practices. It fits within two of the three pillars of the United Nations Sustainable Development Cooperation Framework (UNSDCF), 2022 – 2025, namely: equitable access to social services and promoting a peaceful Ghana. In addition, the country programme aligns to the ICPD Programme of Action, the national voluntary commitment made by the Government at the Nairobi Summit on the 25th anniversary of ICPD (ICPD+25), and the Sustainable Development Goals (SDGs). Overall, the country programme contributes to national priorities, including creating a wealthy, inclusive, sustainable, equitable, resilient, healthy and disciplined society, encapsulated in the President’s vision of “Ghana Beyond Aid”.

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:

Working within a large and complex Ghana Country Office environment, you will provide administrative support for the UNFPA Programme in line with the Country Programme. Under the guidance and leadership of the International Operations Manager, the Operations Analyst supports the effective management of operations of the office. 

You will demonstrate a client-oriented, results-focused approach to interpreting the rules, procedures and guidelines in relation to HR, administration and finance, while providing support and guidance to the Ghana Country Office and UNFPA-supported projects.  You will contribute your administrative expertise to facilitate programme and project implementation in close collaboration with the programme staff.  Participating in inter-agency coordination, you will foster a collaborative, client-oriented approach towards the programme team and UN community in Ghana. 

You will apply established systems and procedures in the creation of knowledge by compiling, synthesising and analysing relevant information, developing appropriate mechanisms and systems and ensuring compliance with procedures.

You would be responsible for overseeing planning, expenditure monitoring and auditing of financial resources. 

•  Ensure strategic and effective management of office and project financial resources.
•  Exercise appropriate financial controls.
• Working closely with Programme Staff, prepare interim and final financial reports, as required, in a timely manner in close collaboration with field and headquarters staff, monitor cash burn rates and ensure that expenditures meet eligibility criteria in accordance with the contribution agreement and its annexes.
• Support HACT Assurance exercises, including capacity building of Implementing Partners, and ensure completion of corresponding preparation actions.
• Review the results of micro assessments, spot checks and audits and take corrective measures, as necessary.
• Participate in the processes of reviewing and evaluating the managerial and operational capacities of implementing partners in collaboration with the programme team.
• Ensure compliance with procedures by all stakeholders in terms of accounting, justification of expenses, management and use of financial resources. 
• Support the project and UNFPA in the payment of salaries and additional work allowances for project staff, including national consultants, field staff and other contractors.
• Supervise interactions between UNDP, UNFPA, suppliers and all stakeholders to ensure timely payment of invoices or similar documents for goods and services provided.
• Oversee procedures relating to official missions and travel of staff, ensuring travel arrangements and payment of travel allowances in accordance with UNFPA regulations and standards.
• Provide technical advice to UNFPA and partners for better monitoring, management and optimization of the financial resources.
• Drafting and monitoring the operations budget, ensuring financial transactions are in accordance with UNFPA financial rules. Proposing procedures to improve internal controls and efficiency and responding to audit issues.
• Reviewing and preparing for activities relating to common services and premises, cost recoveries,  entitlements and salary surveys, etc.
• Ensuring strategic and efficient management of financial resources through; tracking of available resources, ensuring financial policy compliance, advising when deviations from regulations may be required and proposing alternative solutions to meet outcomes.
• Supervising finance staff at the Ghana Country Office.
• Participating in inter-agency meetings to ensure UNFPA interests are reflected in activities related to e.g. common services and premises, financial arrangements and security.
• Backstopping for the International Operations Manager.
• Any other duties as assigned by the supervisor from time to time in consultation with the management.

Qualifications and Experience: 

Education:  

Advanced degree in business administration, public administration, finance, human resources, information technology or other related discipline.

Knowledge and Experience: 

• Two years of progressively responsible professional experience in administration, finance or office management would be a great asset.
• Strong analytical and leadership skills.
• Strong verbal and written communication skills.
• Experience using Microsoft Office software packages and web-based management systems such as the ERP system, Quantum, QuantumPlus, Quantum PowerBI, etc.
• Demonstrated experience in working successfully as a member of a multidisciplinary team.

Languages: 

Fluency in English; knowledge of other official UN languages is desirable.

Required Competencies:

Values:

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

Functional Competencies:

• Advocacy/ Advancing a policy-oriented agenda
• Leveraging the resources of national governments and partners/ building strategic alliances and partnerships
• Delivering results-based programmes
• Internal and external communication and advocacy for results mobilisation

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
• Communicating for impact 

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements. 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.

 Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.