Project Operations Associate
Colombo, Sri Lanka
JOB DETAIL
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
The United Nations Development Programme (UNDP) together with the United Nations Children’s Fund (UNICEF) is currently implementing the Support to Justice Reform (JURE) project, supported by the European Union and facilitated by the Ministry of Justice. The Programme contains a holistic package of support to the Justice sector in Sri Lanka spanning Civil (including commercial and Alternate Dispute Resolution), Criminal, justice sectors. The Project developed in close collaboration with sector stakeholders, adopts a three-pronged approach; 1) Strengthening ‘Access’ to Justice (including through legal aid, language mainstreaming, greater awareness of rights and responsibilities) 2) Strengthening transparency and credibility within the sector (including through strengthened data, enhanced professionalism, and oversight through independent commissions)) and 3) Improving quality and efficiency within the sector (including through age-appropriate Justice for Children, improved skills, legislative reform in line with international standards, modernization, a strengthened alternate dispute resolution mechanism and improved coordination within the sector).
Duties and Responsibilities
S/he is responsible for establishing and maintaining good working relationships with related government officials, with civil society representatives and all other related partners. The main areas of responsibility of the Project Operations Associate will be programme support, administrative, financial and logistical work within UNDP Office in Sri Lanka.
Under the direct supervision of the Project Manager of the Portfolio, the Project Operations Associate works in close collaboration with the Operations, Programme and projects’ staff in the CO and UNDP Regional Hub, and UN Agencies to exchange information and resolve complex finance-related issues.
Reporting to the Project Manager – JURE. .
Key Functions:
Provides support for the administration and implementation of programme/operations strategies
- Effective application of RBM tools and establishment of management targets.
- Full compliance with UN/UNDP rules and regulations and other relevant policies on financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
- Provision of inputs for preparation of cost sharing, trust fund and other agreements, follow up on contributions within the CO resource mobilization efforts.
- Drafts/produces various documents to help with management monitoring and evaluation of projects-programmes, (e.g. summary table of AWPs, summary table of overall programmatic expenditures, determination of unutilized funds, drafts/compiles funding gaps matrix for the CO and keeps it updated, etc.)
- Checking programme related finance reports;
Provides effective support to administration of budgets and functioning of the optimal cost-recovery system.
- Provision of information for formulation of work plans, budgets, proposals on implementation arrangements and execution modalities.
- Tracking and preparing spreadsheets on mobilized resources.
- Processing of cost-recovery bills in the system for the services provided by elaboration and implementation of the income tracking system and follow up on cost recovery.
- Extraction of data from various sources.
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
- Maintenance of the filing system
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
- Assists in the organization and coordination of all existing and future programme/project activities
- Prepares materials for and creates Power Point presentations on relevant programme/project topics as may be required and selects and makes pertinent abstracts and undertakes searches for project related information;
- Drafts correspondence, takes instructions on a variety of project related subject-matters.
- Provides logistical, administrative and secretarial support and related processes, and programme management,
- Preparation of financial reports Quartely and Annually.
Provides accounting and administrative support
- Proper control of the supporting documents for payments, preparation of the supporting documents for payments and financial reports for projects
- Processing of transactions, ensuring that they are correctly recorded and posted in UNDP’s financial management system (Quantum) in conformity with the internal expenditures control system.
- Timely corrective actions on erroneous in the system
- Compilation of data for internal/external audit.
- Provision of inputs to reports including donor reports.
Facilitate knowledge building and knowledge sharing in the Country Office.
- Participation in the organization of training for the office staff on programme/operations related issues.
- Synthesis of lessons learned and best practices in programme finance.
- Sound contributions to knowledge networks and communities of practice.
Perform any other tasks assigned by the supervisor and support backstopping arrangements of the team members as and when required.
Impact of Results
The key results have an impact on the overall CO efficiency in programme financial resources management and success in implementation of programme/operations strategies. Accurate analysis and presentation of financial information enhances UNDP position as a strong development partner. The information provided facilitates decision making of the management.
Competencies
Core competencies:
- Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
- Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
- Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
- Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
- Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
- Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
- Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies:
Business Management
- Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
- Operations Management: Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisation’s assets into the best results in the most efficient way. Knowledge of relevant concepts and mechanisms.
- Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.
- Risk Management: Ability to identify and organize action around mitigating and proactively managing risks
Procurement
- Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Finance
- Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Procurement
- Financial analysis: Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability
Required Skills and Experience
Education:
- Secondary education (GCE A/L) passed with all subjects is required. OR
- A university degree (Bachelor’s Degree) in Finance, Business or Public Administration will be given due consideration but not a requirement (Educational qualification should be from an accredited University.)
Experience:
- Minimum of seven (7) years (with secondary education (GCE AL)) or four (4) years (with Bachelor’s degree) of progressively responsible work experience in finance and administration or related fields is required
- Knowledge and prior working experience under Government financial regulations will be an asset.
- Experience in handling general project administration and management of logistics is an advantage.
- Demonstrated capacity to undertake assigned responsibilities and work under pressure is desirable.
- Demonstrated experience and knowledge of relevant UN or UNDP financial rules and policies will be an asset.
- Prior experience with UNDP/UN system or in the development sector would be an advantage.
Required languages:
- Fluency in Sinhala and/or Tamil with excellent English written and oral/presentation skills is required.
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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