Operations Analyst (Finance and Administration) [Open to Internal & External applicants]

UNDP•Freetown, AL

About The Position

The United Nations Development Programme (UNDP) in Sierra Leone supports the United Nations system through its integrated offer, using a people-first approach centered on the ‘leave no one behind’ principle, and a human rights- and area-based development strategy. In alignment with the 2030 Agenda, National Development Plan, United Nations Sustainable Development Cooperation Framework, the African Union Agenda 2063, the programme seeks to reduce multidimensional poverty and enhance justice, peace, social cohesion, and resilience with its focus on two pillars: (a) People-centred sustainable development and resilience, prioritizing people’s well-being and planetary health and (b) Inclusive governance, peace, and prosperity, embodying harmonious development, effective resource management, and equitable governance. Furthermore, the UNDP comparative advantage includes leveraging global and regional partnerships, working across economic, social, and environmental goals, strengthening good governance, and providing technical and policy-oriented support, all while ensuring national ownership for sustainable outcomes. In 2025, UNDP signed an agreement with the United Nations Multi‑Partner Trust Fund Office (MPTFO) to implement the project activities under Spotlight Initiative 2.0 in Sierra Leone. Within this framework, UNDP serves as the hosting agency for the Programme Coordination Team, which is embedded in UNDP and supported administratively by the Country Office. The team consists of a Programme Coordinator, an M&E and Knowledge Management Specialist, a CSO and Advocacy Analyst, and Operations Analyst (Finance and Administration). To ensure the timely implementation of project activities and maintain the highest standards of accountability, the UNDP Spotlight team requires dedicated financial and administrative support. He/she will provide essential operational, logistical, and administrative support regarding managing financial and administrative processes, while each Recipient UN Agency for the Spotlight Programme follows its financial regulations and ensures compliance, the Analyst will coordinate common financial planning and monitoring of financial delivery. Additionally, the Analyst will undertake administrative tasks, including coordinating meetings, maintaining documentation, and supporting procurement processes.

Requirements

A professional accounting qualification from an internationally accredited institute of accountancy, and/or Advanced (Masters) University Degree in Finance and/or Accounting is required.
A first-level university degree (bachelor’s degree) in the areas mentioned above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree
Candidates with professional accounting qualifications from an internationally accredited institute of accountancy will have a distinct advantage.
Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance, must complete the Finance Training and Certification Programme (FTCP), if recruited.
Candidates satisfying the two above criteria are exempted from undertaking the UNDP Advanced Accountancy and Finance Test (AAFT).
Candidates with MBA or master’s in finance with no accountancy qualification but with relevant experience must successfully undertake the UNDP Advanced Accountancy and Finance Test (AAFT) to be eligible for shortlisting.
Applicants with master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience.
Applicants with a bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional experience in providing financial, administrative, operation or accounting support.
Fluency in the English is required
Fluency in Krio is required.

Nice To Haves

Experience in project / programme administration.
Demonstrated ability to maintain organized records and filing systems.
Experience using Microsoft Excel and other basic office applications.
Demonstrated ability to support preparation of financial summaries and administrative reports.
Experience working on development projects or donor-funded projects
Experience supporting audits, financial reporting, or procurement documentation
Experience and knowledge of accounting or financial management systems.
Experience working with municipalities, public institutions, or community-based projects.
Experience in procurement management

Responsibilities

Provide financial and administrative support for the effective implementation of Spotlight Programme coordination activities in accordance with UNDP rules, regulations, policies, and procedures.
Monitor the Spotlight Programme budgets, expenditures, and delivery rates, ensuring proper utilization of resources and timely identification of financial discrepancies or implementation delays across the four UN agencies.
Review the Spotlight Programme coordination related payment requests, invoices, supporting documentation, and financial records for completeness, accuracy, and compliance prior to submission for processing.
Support the four UN agencies in budget planning, expenditure forecasting, and preparation of budget revisions and financial projections as required.
Maintain and oversee financial and administrative filing systems, ensuring accurate record keeping, traceability, and accessibility of documentation for the Spotlight programme coordination activities.
Monitor deadlines related to payments, contracts, reporting, and operational processes, and proactively follow up on pending actions.
Support the organization of missions, meetings, workshops, and events, including administrative and financial coordination arrangements.
Support procurement and contract management processes in compliance with UNDP procurement policies and procedures.
Prepare, review, and maintain procurement, contractual, and administrative documentation, ensuring completeness and compliance with audit and operational requirements.
Monitor procurement plans, contract implementation status, vendor documentation, and payment schedules to support timely project delivery.
Review vendor invoices and supporting documents against contractual terms, deliverables, and approved budgets before payment processing.
Coordinate with suppliers, service providers, consultants, and relevant stakeholders to resolve administrative and operational issues in a timely manner.
Contribute to the preparation of terms of reference, requests for quotations, evaluation documentation, and administrative justifications related to procurement and contracting actions.
Support asset and inventory tracking related to project implementation and ensure proper documentation and record management.
Contribute to improving operational workflows, administrative tracking tools, and filing systems to strengthen efficiency and accountability.
Contribute to the preparation of financial, operational, and administrative reports by compiling, reviewing, and validating supporting documentation and expenditure data.
Support compliance with UNDP financial, administrative, and operational procedures through regular monitoring and verification of project records and transactions.
Coordinate the organization and maintenance of documentation for audits, evaluations, monitoring missions, and verification exercises.
Identify financial or administrative issues and escalate them to the supervisor with proposed corrective actions and follow-up recommendations.
Provide administrative and operational support for implementation of annual work plans, procurement plans, and project reporting requirements.
Support knowledge management and documentation of operational processes, lessons learned, and best practices related to project implementation.
Ensure confidentiality, transparency, accuracy, and integrity in the management of project financial and administrative information and documentation.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.