Operations Specialist ( Office-Based) ( Open to Tier 0, 1 and 2)

UNDP•New York, NY

1d•Onsite

About The Position

The Global Disability Fund (GDF) is seeking a highly organized and proactive Operations Specialist to support the Director and Secretariat across procurement, finance, HR, and administrative tasks. The incumbent leads day-to-day operational delivery and provides analytical and advisory inputs across procurement, finance, HR, and administrative processes, contributing to the achievement of approved programme and operational results, ensuring workplan tracking, and providing day-to-day assistance to the Director. This role is suitable for a motivated team player with strong coordination, analytical skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

Advanced university degree (master’s degree or equivalent) in Procurement, Supply Chain Management, Finance, Business Administration, Public Administration, Economics, Management, or a related field is required. OR A first-level university degree (bachelor’s degree) in the areas stated above in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
A minimum of five (5) years (with master’s degree) or seven (7) years (with bachelor’s degree) of progressively responsible professional experience in providing procurement, operations, and financial/administrative support in international development, multilateral, or public-sector organizations is required.
Experience working at the regional or global level in multilateral organizations and/or within the UN system is required.
Demonstrated experience supporting multi-partner or inter-agency programmes, including coordination across institutional stakeholders, is required.
Practical knowledge of operational processes related to procurement, finance, travel, and administrative support within a programme or Secretariat environment is required.
Proven experience and knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations.
Strong demonstrated understanding and implementation of business operations within an international organization.
Experience in working with ERP or financial management systems (e.g. UNDP Quantum or equivalent) for budget monitoring, reporting, and data extraction is required.
Demonstrated ability to extract, consolidate, analyze, and present operational and financial data (using Excel or similar tools) to support budget monitoring, procurement tracking, and informed decision-making is required.
Evidence of strong drafting and analytical skills, including the ability to prepare procurement documentation, operational inputs, and analytical summaries, is required.
Fluency in English is required.

Nice To Haves

CIPS level 4 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.
Working knowledge of another official UN language, is advantageous.
Professional certifications related to finance or operations management are desirable.
Experience and knowledge of UNDP procurement, financial, and operational rules and regulations, including oversight and compliance processes is an asset.
Experience supporting multi-partner trust funds, joint programmes, or donor-funded initiatives is an asset.
Experience in HR management is an asset.
Project or operations management experience, including exposure to risk management, value-for-money analysis, or supplier performance monitoring, is an asset.

Responsibilities

Ensure effective operational management of the Secretariat, including managing implementation of operational strategies and annual work plans, ensuring compliance with UNDP rules, leading monitoring of operational performance, providing technical and coordination support for engagement with donors, partners, and technical assistance providers on procurement, supply chain, and logistics, and maintaining operational procedures and internal documentation systems.
Ensure efficient procurement and contract management, including ensuring compliance with UNDP rules, maintaining and monitoring the annual procurement plan, organizing and administering procurement processes, leading the preparation of procurement documentation, managing contract administration processes, facilitating quality assurance and reporting, and leading contracting of Individual Consultants.
Ensure human resources and personnel administration, including leading recruitment processes, advising on contractual modalities, coordinating onboarding and contract administration, monitoring staffing plans and personnel budget allocations, and liaising with UNDP HR units.
Ensure effective financial and budget management support, including leading preparation and monitoring of Secretariat budgets in Quantum ERP system, monitoring expenditures, coordinating financial transactions, preparing budget revisions and financial updates, and ensuring proper financial documentation for audits.
Ensure effective travel and administrative services, including coordinating official travel arrangements, processing travel requests and reports in Quantum, providing guidance on UNDP travel policies, and facilitating organization of meetings and workshops.
Ensure operational coordination and knowledge management, including maintaining operational records and documentation systems, leading preparation of operational reports, contributing to knowledge management, and providing operational support to programme implementation and partnerships.
Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.