The role of the Operations Analyst is crucial in providing comprehensive programme management, implementation, financial, budget, and administrative support within the section, specifically supporting the efficient functioning of the Research and Data Section. The incumbent will ensure timely, accurate, and compliant operations according to UN Women rules and regulations, while also contributing to knowledge building and process optimization.
Key Functions and Accountabilities
1. Provide Programme Management and Implementation Support
- Provide inputs to the section biennial workplan (BWP) and budget as required; ensure accurate data entry and timely updates in RMS/PRISM and Quantum, in coordination with relevant team members.
- Ensure timely preparation and processing of partner agreements in PGAMS, including follow-up on the submission and uploading of financial and narrative reports from implementing partners.
- Maintain and manage internal Programme/Section databases and tracking systems to ensure effective documentation, monitoring, and reporting.
- Prepare public information materials and briefing packets as needed.
2. Provide Financial and Budget Management Support
- Support creation of project budgets, process budget revisions, year-end rephasals, and ensure adequate financial planning in UN Women’s ERP system(s).
- Monitor budget implementation, track expenditures, and propose changes to ensure alignment with Programme or Section objectives, as applicable.
- Produce, review, and analyze monthly financial reports.
- Support cash allocation exercises; process General Ledger Journal Entries (GLJEs) for adjustments of transactions, as needed, and ensure their completion with the Finance section.
- Review and verify financial transactions, including the processing of payments to vendors, advances to implementing partners, and completing liquidations, ensuring compliance with UN Women rules and regulations.
- Maintain internal control systems to ensure compliance with audit requirements.
3. Provide Administrative and Operational Support
- Review and guide procurement, administrative, ICT, and human resources processes for Programme or Section-related needs.
- Support the hiring and onboarding processes of staff and consultants, including preparation of contracts and renewals, in liaison with Human Resources and ICT as needed.
- Maintain and monitor consultant and vendor contracts, ensuring timely renewals.
- Act as the leave monitor for the team and manage administrative records.
- Undertake all logistical, administrative, and financial arrangements for the organization for meetings, workshops, events, and missions.
- Make travel arrangements for the Programme or Section as required, including processing travel requisitions and claims.
- Support the procurement planning and its implementation for timely and efficient programme delivery under the guidance and compliance of organizational rules, regulations, and procedures.
- Liaise with UN Women Facilities and ICT as needed.
4. Facilitate Knowledge Building and Knowledge Sharing
- Keep abreast of new developments and/or changes in UN Women's policies, procedures, and guidelines, and share them with staff.
- Support development and share operational guidance tools on HR/ Procurement/Project Management/ ERP systems, and other relevant areas.
- Support audit preparedness by maintaining documentation and ensuring adherence to compliance standards.
- Analyze and synthesize data on operational challenges and lessons learned, identifying key issues requiring management attention.
- Provide administrative support related to learning opportunities for staff and partners.
- Provide suggestions to optimize processes and scale new and existing processes.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Research and Data Section and the Organization.
Competencies and Qualifications
Core Values
- Integrity
- Professionalism
- Respect for Diversity
Core Competencies
- Awareness and Sensitivity Regarding Gender Issues
- Accountability
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
Functional Competencies
- Strong knowledge of programme and project management in the context of finance and operations.
- Good knowledge of operations, finance, procurement, human resources, and processes.
- Financial and budget management expertise.
- Ability to administer and execute administrative processes and transactions.
- Excellent knowledge of administrative rules and regulations.
- Ability to extract and interpret data.
- Ability to manage data, correspondence, and maintain information flow.
- Strong organizational, coordination, and planning skills.
- Ability to use IT systems such as ERP, Microsoft Office, and web-based tools.
- Ability to communicate sensitively and effectively across different constituencies.
- Demonstrated capacity to perform effectively within a multicultural work environment, tact and ability to deal with confidential matters in a discreet and reliable manner.
- Ability to participate effectively in a team-based, information-sharing environment, to collaborate and cooperate with others.
- Capacity to plan, prioritize, and deliver tasks on time. Ability to set priorities; work under pressure with colleagues at all levels.
- Ability to perform a variety of tasks in a fast-paced and pressured environment.
Recruitment Qualifications
Education and Certification:
- Master’s degree or equivalent in business administration, public administration, or related field.
- A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Experience:
- Minimum of 1 year of experience in programme/project management, operations, or financial management.
- Strong administrative and operational experience in support of development or flagship programmes is required.
- Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is required.
- Proficiency in using computers and office software packages (e.g., MS Word, Excel) is required, including experience with spreadsheet and database tools, productivity software, and web-based management systems is required.
- Experience in supporting the organization of events is required.
- Experience in supporting teams is required.
- Experience in the UN system is desirable.
