Operations Analyst (P2) UNCDF New York, United States - Temporary Appointment [Open to Tier 0, 1 & 2 applicants]

UNDP•New York, NY

3h•Onsite

About The Position

The United Nations Capital Development Fund (UNCDF) assists developing countries, especially least developed countries, in the development of their economies by supplementing existing sources of capital assistance through grants, loans, and guarantees. UNCDF's vision is to help mobilize and catalyze an increase of capital flows for SDG impactful investments to Member States to address the most pressing development challenges facing vulnerable communities. UNCDF utilizes its unique capability in the UN system to deploy grants, loans, and guarantees to crowd-in finance for scaling development impact, focusing on achieving the 2030 Agenda for Sustainable Development and the Doha Programme of Action for the least developed countries. UNCDF operates as a hybrid development organization and development finance institution, providing technical and financial advisory services, designing financial structuring solutions, derisking investments, and enhancing investment readiness of SDG-aligned projects. UNCDF works to develop local financial systems, new markets, and mobilize capital from public and private sources, driven by a partnership mindset. Its work is focused on three priority areas: SME Finance, Sub-National Finance, and Digital Finance. UNCDF's organizational structure includes an Investment and Implementation Division (IID), Investment and Finance Oversight Division (IFOD), Operations and Oversight Division (OOD), and a Directorate of the Executive Office. UNCDF staff are located in regional hubs in Dakar, Nairobi, and Bangkok, with sub-regional presence in the Caribbean and Pacific Regions. The organization is led by an Executive Secretary based in New York, USA, and the Administrator of the UNDP performs the function of the Managing Director of UNCDF.

Requirements

Advanced university degree (master’s degree or equivalent) preferably in Business Administration, Economic or related field; or A first-level university degree (bachelor’s degree) in the areas stated above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
CIPS level 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.
Minimum of two (2) years (with master’s degree) or 4 years (with bachelor’s degree) of progressively responsible procurement and administrative experience is required at the national or international level.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
Experience in automated procurement systems is required.
Solid experience in assets management is required.
Experience in procurement management with an international organization is required.
Fluency in both written and spoken English is required.

Nice To Haves

Experience in procurement management both in HQ and in the field is desired.
Experience with administrative and operations data analytics and dashboards to support management decision making is desired.
Demonstrated experience in monitoring and supporting implementation of organization-wide procurement plans is desired.
Experience with investment-related procurement processes is desired.
Experience coordinating inputs and providing administrative and operations support to field offices desired.
Experience and knowledge of UN/UNDP/UNCDF rules and policies is desired.
Working knowledge of other UN languages is desired.

Responsibilities

Uphold full adherence of operational activities to UNCDF rules, regulations, policies, and strategic frameworks, reinforcing accountability, transparency, and institutional integrity throughout all transactions and processes.
Ensure effective day-to-day office management and administrative support by proactively coordinating logistical requirements, including office supplies, equipment and workspace arrangements, while also supporting G4 visa guidance, UNLP issuance and renewal processes, and corporate card reconciliation and payments, to maintain operational continuity and compliance with UN policies.
Coordinate administrative operations, which may include organizing meetings, preparing briefing notes for OOD and official correspondence, managing confidential documentation, maintaining structured electronic and physical filing systems, and ensuring that workflow processes are streamlined in a manner that enhances efficiency, transparency, and accountability across the OOD.
Collect, interpret, and present travel and operational data in the form of statistical summaries, performance dashboards, and management reports in order to support management to evaluate operational implementation, identify trends or inefficiencies, and implement evidence-based improvements.
Contribute to the execution of annual procurement plans aligned with programme priorities and operational requirements, ensuring timely and efficient acquisition processes and full compliance with UNDP POPP, Financial Regulations and Rules (FRRs), and established procurement procedures.
Recommend appropriate procurement strategies and contracting approaches to requesting units, providing guidance on compliance with UNDP POPP and FRRs, and ensuring considerations of efficiency, risk management, and value for money are fully integrated into the decision-making process.
Deliver analytical and research-based support across the entire procurement cycle, including drafting solicitation documents, managing tender processes such as RFPs, RFQs, EOI, and LTA, coordinating technical and financial evaluations, facilitating contract negotiation and administration, monitoring contractor performance, addressing legal and payment provisions, applying sourcing strategies, conducting supplier selection and quality assurance, and promoting the effective use of e-procurement systems.
Maintain and periodically update supplier rosters to cultivate a competitive and diversified vendor base, while applying structured selection and performance evaluation methodologies to strengthen accountability and optimize value for money.
Review procurement processes and prepare and submit cases to the Contract, Asset, and Procurement Committee (CAP) and/or Advisory Committee on Procurement (ACP), as required.
Implement the internal control system which ensures purchase orders are duly prepared and approved.
Perform the role of a buyer in Quantum for procuring goods and services, including driving and coordinating the sourcing process of procurement.
Monitor and analyze Purchase Order (PO) reports to identify budget check errors, data inconsistencies, and outstanding balances; coordinate timely corrective actions, data clean-up, and closure of POs to strengthen financial accuracy and internal controls.
Perform travel oversight.
Coordinate mid-year and year-end physical asset verification exercises with Headquarters and field offices, ensuring timely completion and certification of all UNCDF-managed assets in accordance with UNDP POPP Asset Management requirements and the Internal Control Framework.
Review asset-verification submissions for completeness, accuracy, and consistency, following up with field asset focal points to resolve discrepancies related to asset condition, tagging, location, disposals, write-offs, or missing documentation.
Consolidate certified verification records and maintain updated oversight documentation, ensuring proper filing, traceability, and audit-readiness to support financial integrity, IPSAS reporting, and management assurance processes.
Review and recommend appropriate disposal methods, including transfer, sale, donation, recycling, write-off, or destruction, based on asset condition, residual value, marketability, and policy criteria, ensuring decisions align with organizational risk, accountability, and stewardship standards.
Coordinate with the Regional Operational Effectiveness and Assurance Specialist and relevant field asset focal points to facilitate the preparation, verification, and consolidation of disposal documentation.
Review disposal submissions for completeness and policy alignment prior to onward submission to designated approving authorities (e.g., OOD, Asset Review Committees, or delegated approving officers, as applicable).
Support the facilitation of disposal approval processes by ensuring required documentation and justifications are properly compiled and submitted.
Monitor implementation of approved disposal actions and ensure appropriate system updates and record retention for audit purposes.
Monitor and track all lease, sub-lease, MoU, and amendment documentation, ensuring timely updates and compliance with UNDP Premises Management policies and Common Premises frameworks.
Proactively monitor lease expiration timelines and coordinate renewals or extensions to ensure continuity of operations.
Review lease terms and common cost estimates (rent, utilities, maintenance, shared services) to validate cost allocations and alignment with agreed frameworks.
Maintain and enhance a centralized premises dashboard providing visibility on lease status, expiry timelines, and cost-sharing arrangements to support management decision-making.
Provide practical, system-based training on the use of enterprise resource planning platform and procurement module, guiding staff through requisition creation, bid evaluation workflows, contract issuance, and vendor performance tracking, while addressing common errors and strengthening procedural compliance.
Organize training sessions, briefings, and capacity-building sessions on travel procedures, entitlements, system functionality, and policy updates, strengthening compliance awareness and improving operational efficiency.
Design and deliver training sessions, guidance notes, and capacity-building initiatives for asset custodians on asset handling responsibilities, system functionality, and internal control requirements, reinforcing accountability and operational consistency across the organization.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.