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Business Operations & Coordination Analyst Suva

2021-05-18 23:01:34
Business Operations & Coordination Analyst Suva
Background

The UN Resident Coordinator (RC) provides leadership to the Pacific Joint UN Country Team and the UN’s programming work, as outlined in the UN Pacific Strategy, in support of national priorities. The RC has a team composed of national and international staff, forming the RC Office (RCO), and is based in Suva (Fiji). The RC oversees 10 Pacific Small Island Developing States (Pacific SIDS or PSIDS), namely Federated States of Micronesia, Fiji, Kiribati, Marshall Islands, Nauru, Palau, Kiribati, Tonga, Tuvalu, and Vanuatu. Twenty-six resident and non-resident UN entities are signatories to the UNPS and members of The Pacific Joint UN Country Team. The current UN Development Assistance Framework (Pacific Strategy) covers 14 countries and territories and outlines UN’s engagement in support of these countries’ national strategic priorities.

The RCO fulfils ten core coordination functions, namely strategic analysis and planning; oversight of the UN country programming cycle... representation of and support of UN Secretariat and UN agencies (incl. non-resident agencies); support to national coordination systems and processes; development and management of shared operational support services; crisis management preparedness and response; external communication and advocacy; human rights and development; joint resource mobilization and fund management; and general UNCT oversight and coordination.

The position of Business Operations & Coordination Associate is based in the RCO Fiji Office. The positions support the preparation of the Business Operations Strategy, support OMT and its working groups, conducting surveys on common services for designated service line(s) focusing on achievement results.

Duties and Responsibilities

Summary of key functions:
• Coordinate the implementation of the BOS activities through data collection and analysis and timely information sharing with BOS taskforce and OMT and its Working Groups;
• Provide the BOS taskforce with required data for developing, implementing and monitoring BOS and working closely with OMT and its Working Groups and give, administrative and logistical support for the successful preparation of the BOS, including follow up the populating of operations platform with required data;
• Work with the OMT and its Working Group Chairpersons to make sure the adequate administrative support is provided for the timely delivering of the agency /inter-agency inputs for the different BOS processes;
• Prepare reports to DOCO/HQ on BOS implementation and inputs to RC’s Annual Report
• Coordinate capacity building workshops pertaining to furthering of BOS at different stages
• Under the direct supervision of RCO Team Leader the Business Operations and Coordination Analyst focuses on achievements of results and reporting areas of work. This includes but is not limited to:

Upgradation of approved BOS by working with OMT and its Working Groups to conduct surveys on common services for the designated service line(s) focusing on achievement of the following results:
• Conduct assessment of the BOS implementation, results and existing common services and identify areas where these services can be improved and costs reduced;
• Work on furthering BOS to expand to other operations areas to reach greater collaboration and larger cost avoidance for UN agencies, more importantly Common Back Office, UN Common House
• Support the preparation of feasibility studies and cost-benefit analyses.

Ensure efficient common services support, focusing on achievement of the following results:
• Preparation of common services budget for the premises, other administrative services rendered to UN agencies and obtaining approval of the budget.
• Support budget preparation for UN Clinic and Security and other common activities funded By UN agencies. Organization of procurement processes for common services, including preparation of ToRs, specifications for RFQs, ITBs or RFPs, their evaluations.
• Oversight and management of contracts for common services, ensuring fully satisfactory performance by contractors.
• Facilitation of common services/office space management to ensure integrated activities on common services.
• Secretariat for common services and liaison with common premises management tracking maintenance, cleaning and gardening, and other common services.
• Prompt reporting and investigation of cases of any accidents, damage, loss or theft of items taking place on the UN premises.
• Support BOS priority areas including environmental procurement, gender and disability procurement in line with the UN Gender and Disability SWAP priorities.
• Support to the Crisis Management Team in logistics, travel and other emergency support required.

Act as a fully functioning Secretariat for the OMT:
• Regularly update the LTA database and HR roster within the relevant systems;
• Lead on supporting all agencies to participate in the implementation of the Common Back Office as a priority for UNCT;
• Prepare for OMT meetings and support OMT, OMT working Groups and BOS taskforce as necessary;
• Coordinate finalization/approval and monitoring of Annual work plan of OMT;
• Update the OMT and OMT working groups’ progress and minutes of the meetings in OMT records; and
• Undertake and other activities assigned by the Chair/Co-Chair of the OMT.

Provide support to the COVID-19 Coordinator and Travel Working group for Return-to-Base of staff
• Support the COVID-19 Coordinator in the process of obtaining required approvals from Government counterparts, specifically in obtaining all required information and supporting documents from agency focal points
• Screening of COVID-19 tests prior to obtaining approvals from Government counterparts
• Maintain and regularly update the Return-to-Base database and share with agency focal Points
• Organize and co-chair fortnightly travel working group meetings

Support the RCO with day-to-day coordination with counterparts to advance the efficiency agenda:
• Coordinate between UN Agencies, Government and relevant counterparts to promote a One
• UN approach towards programme and operational coordination;
• Support the RCO with piloting innovative tools that will enhance operational coordination;
• Supports the roll out of existing initiatives that support the efficiency agenda;
• Undertake any other interagency operations related activities assigned by the RCO Team Leader

Competencies

Corporate Competencies:
• Demonstrates integrity by modelling the UN’s values and ethical standards
• Promotes the vision, mission, and strategic goals of the UN
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Treats all people fairly without favoritism
• Fulfils all obligations to gender sensitivity and zero tolerance for sexual harassment.

Functional Competencies:
• Proven knowledge in office procurement, HR/Admin and common services.
• Strong diplomatic skills and capacity to build and maintain partnerships with a number of stakeholders (UN Agencies, Government entities, other development partners and the private sector)
• Fully proficient computer skills and use of relevant software and other applications, e.g. word processing, spreadsheets, internet, power point and experience in handling of web-based management systems.
• Excellent interpersonal skills, proven networking, teambuilding, organizational and communication skills.
• Seeks and applies knowledge, information and best practices inside and outside the UN.
• Ability and sensitivity to work with a wide cross-section of partners, including Government, I/NGOs and private sector.
• A self-starter, able to inspire and influence action and work under pressure.
• Consistently approaches work with energy and a positive, constructive attitude.
• Demonstrates openness to change and ability to manage complexities.
• Ability to handle sensitive information with confidentiality.

Technical Competencies:
• Ability to undertake extensive research.
• Demonstrates strong analytical oral and written communication skills
• Ability to engage effectively with other implementing agencies supporting the respective
• UN agencies, development partners, civil society organizations, the private sector, etc.
• Good understanding of the governance structure and systems in Pacific, including the current political economy context.

Required Skills and Experience
• Education:
• Master’s degree in Business or Public
• Administration, Economics, Political or Social Sciences.
• Other formal education relevant for the assignment.
• Experience:
• At least 2 years of proven working experience in providing coordination, administrative and operational support is required.
• Prior experience with the UN system (with a specific focus on experience with the RCO) would be considered an advantage
• Evidence of strong research and analytical skills.
• Experience handling general project administration and management of logistics.
• Language Requirements:
• Fluency in spoken and written English
Suva Fiji (+1 other)
Business Operations & Coordination Analyst Suva UNDP Pacific in Fiji Suva
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