Job Description
| Organization | United Nations Development Programme |
| Agency | UNOCHA |
| Title | Operations Analyst |
| Job ID | 41562 |
| Practice Area – Job Family | Management |
| Vacancy End Date | 12/04/2022 (Midnight New York, USA) |
| Time Left | 12d 13h 27m |
| Duty Station | Khartoum, Sudan |
| Education & Work Experience | G-Bachelor’s Level Degree – 4 year(s) experience, I-Master’s Level Degree – 2 year(s) experience |
| Languages | Required:English Desired:Arabic |
| Grade | NOB |
| Vacancy Type | FTA Local |
| Posting Type | Common System |
| Bureau | Management |
| Contract Duration | 1 Year with possibility for extension |
Background
UNOCHA is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNOCHA 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 (UN) Office for the Coordination of Humanitarian Affairs (OCHA) is the UN Secretariat department responsible for bringing together humanitarian actors to ensure a coherent response to complex emergencies and natural disasters. OCHA also ensures that there is a framework within which each actor can contribute to the overall response effort.
OCHA Sudan addresses and facilitates issues relating to coordination, communications, and humanitarian financing, and serves the entire humanitarian community. In doing this, OCHA works with the Sudanese Government’s Humanitarian Aid Commission (HAC) and other government counterparts. OCHA provides support to the Humanitarian Coordinator (HC) and the Humanitarian Country Team (HCT) in Sudan. Working with the entire humanitarian community, OCHA looks to foster a conducive operating environment that facilitates the effective delivery of humanitarian assistance (both material assistance and protection assistance). Crucially, OCHA promotes compliance with humanitarian principles in the humanitarian response. This is an essential element of effective humanitarian coordination and is central to establishing and maintaining access to affected populations, particularly in conflict-affected areas of Sudan.
Duties and Responsibilities
Under the overall guidance and supervision of the Administrative and Finance Officer, the Operations Analyst will act as OCHA office focal point for common administrative, logistical, and financial functions. The Operations Analyst works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.
The Operations analyst is will provide efficient admin support and assistance in relation to OCHA operations in Khartoum and all to sub-offices. The incumbent is expected to perform the following tasks:
- Ensures effective administrative and logistical control in the office.
- Ensures support to Budget and Finance to the office.
- Ensures effective procurement support.
- Ensures effective and efficient HR support.
1- Ensures effective administrative and logistical control in the office, focusing on achievement of the following results:
- Full compliance of administrative activities with UNOCHA/UNDP rules, regulations, policies, and strategies;
- Support to ensure delivery of the projects/programs in an efficient and cost-effective manner;
- Liaise with government authorities with regards to: Ministry of Foreign Affairs regarding entry visas, stay permits, immigration registration, travel permits;
- Manage the office transport flees and ensure that all vehicles are all MOSS compliant, insured and are in road worthy condition and properly maintained;
- Organize and provide the administrative & logistical support to all units/staff on all matters related to office operations;
- Act as OCHA office focal point for common administrative and logistical functions;
- With close consultation with Admin/Finance Officer, prepare Standard Operating Procedures (SOPs) in Administration, logistics, transport, travel, customs clearance services, protocol services;
- Liaise with UN agencies and prepare/renew all MOUs, lease agreements and SLAs for co-location, medical services and supply of common services including fuel supply agreements, office and residential accommodation space, common security service agreements, common joint administrative services agreements, for servicing vehicles and office equipment, and other common services etc;
- Act as officer in charge of the OCHA Sudan Administrative unit in the absence of the Admin/Finance officer;
- Provide logistical and administrative support in the planning and organizing office events including retreats, meetings and other events.
2- Ensures support to Budget and Finance to the office, focusing on achievement of the following results:
- Liaising with finance section to ensure timely, accurate and reliable monthly financial reporting and up-to-date accounting system/records;
- Assist the Admin/Finance officer and finance analyst in the preparation of the yearly office Cost Plan;
- Ensure that financial management of the quarterly/trimester financial authorizations are in line with UNOCHA/UNDP rules and regulations;
- Assist the finance analyst in the preparation of quarterly/trimester Funds Request according to approved annual cost plan and submit the same to GVA Finance on time for both costs, national personnel & operational costs;
- Coordinate and verify all payment requests, all financial transactions prior approval;
- Ensure effective and efficient administration on recovery of co-location charges/services rendered to other UN agencies;
- Act as officer in charge of finance section in the absence of the finance analyst.
3- Ensures effective procurement support, focusing on achievement of the following results:
- Assist and liaise with the procurement associate the day-to-day support and coordination for all procurement arrangements with local service providers & ensure that common service agreements (cleaning, security, health facilities, vehicle maintenance etc.) are properly implement and services are up to the required standards;
- Assist the procurement associate and admin officer in the preparation of the yearly & quarterly procurement plans for both international & local procurements of office equipment’s and consumables under the Approved office Cost Plan in close consultation with the sections and with the management team.
4- Ensures effective and efficient HR support, focusing on achievement of the following result:
- Oversee and liaise with the HR assistant and in collaboration with local UNDP Office, all related actions to recruitment and administration of national staff;
- Provide guidance on requirements of performance appraisal system and maintain a system to track compliance.
Supervisory/Managerial Responsibilities:
- Supervise the work and manage the performance of the Administrate support staff.
Competencies
Core
Integrity
- Demonstrates integrity by modelling the UN’s values and ethical standards.
- Promotes the vision, mission, and strategic goals of OCHA.
Professionalism
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.
- Development and Operational Effectiveness.
- Ability to understand and interpret policies, rules/procedures relevant his/her area of function, able to lead/build a team & manage performance and maintain high staff morale.
- Ability to implement new systems (business side) and affect staff behavioral/ attitudinal change.
- Consistently approaches work with energy and a positive, constructive attitude.
- Demonstrates openness to change and ability to manage complexities.
- Technical competence in administration with emphasis on Administrative guidelines procedures and good knowledge of the United Nations Financial Rules and Regulations.
- Good understanding of general administration, in support to field-based activities, in particular involving humanitarian operations.
Client Orientation
- Focuses on impact and result for the client.
- Builds strong relationships with clients and external actors
Communication
- Ability to communicate clearly and effectively (both verbally and in written), and to demonstrate openness in sharing information and keeping people informed.
- Demonstrates strong oral and written communication skills.
Respect for Diversity
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
- Treats all people fairly without favoritism.
Cross-Functional & Technical competencies
Knowledge Sharing
Encourages office staff to share knowledge and contribute to OCHA practice.
Promotes a learning environment in the office.
Demonstrates strong coaching/mentoring skills, regularly providing helpful feedback and advice to others in the office.
Leads teams effectively and shows conflict resolution skills
Leadership
- Leads teams effectively and shows conflict resolution skills.
Judgment and Decision-making
- Apply sound judgment to resolve a range of issues/ problems.
Planning and Organizing
- Proven ability to plan and organize, establish priorities, manage, and monitor work plans, coordinate competing demands, and work to tight deadlines.
Technological Awareness
Solid computer skills, including proficiency in word processing, spreadsheet applications, and relevant software packages, including e-mail.
Required Skills and Experience
Education
- Masters’ Degree or equivalent in the field of finance, business administration, Public Administration, Economics, or related field.
- Bachelor’s degree with two additional qualifying years in above fields may be accepted in lieu of the Masters.
Experience, Knowledge, and Skills
- A minimum Two (2) years (with Masters’ degree), or, minimum Four (4) years (with Bachelors’ degree) of relevant experience at the national and/or international level.
- Progressively responsible experience in financial management and administration is desirable.
- Good knowledge on Administration/Operations & Finance is required.
- Sound knowledge of OCHA and UNDP rules and procedures will be an asset.
- Good computer skills (Windows, MS Word, Excel/Spread sheets, the internet/Web) and working knowledge of Umoja would be added advantage.
- Language Requirements: Fluency in English and Arabic is required.
Disclaimer
Qualified female candidates are encouraged to apply.
