National Post: Operations Analyst, NOB, FTA, Brasilia, Brazil

The Position:

The Operations Analyst ensures the smooth functioning, effective management, and results-oriented operation of the Brazil Country Office (CO). They facilitate program implementation and delivery by proactively addressing the operational needs of programs and projects managed within the CO.

The Operations Analyst is dedicated to strengthening and supporting the CO in all operational aspects. The incumbent also works in close collaboration with the programme team, HQs and Regional Office, UN Agencies, Funds and Programmes, government counterparts (as partners) as well as the CO Representation to ensure the successful implementation of programme policies, procedures and audit recommendations.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.  UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

The Operations Analyst ensures the smooth functioning, effective management, and results-oriented operation of the Brazil Country Office (CO). They facilitate program implementation and delivery by proactively addressing the operational needs of programs and projects managed within the CO.

The Operations Analyst is dedicated to strengthening and supporting the CO in all operational aspects. The incumbent also works in close collaboration with the programme team, HQs and Regional Office, government counterparts (as partners) as well as the strategic planning analyst to ensure the successful implementation of programme policies, procedures and audit recommendations.

You would be responsible for:

• Coordinate the operations in the Country Office (CO) in accordance with UNFPA regulations, policies and strategies
• Coordinate the planning, expenditure tracking, and auditing of financial resources in accordance with with UNFPA regulations, policies and strategies
• Provide Human Resources services
• Oversee procurement processes
• Participate in inter-agency activities
• Server as the focal point for security issues and ensure safety and security of staff

Coordinate the operations in the Country Office (CO) in accordance with UNFPA regulations, policies and strategies

• Serving as a member of the Country Management Team and providing operational support to the Representative.
• Provide professional expertise and technical support to the Country Representative on operational issues;
• Ensuring a smooth functioning, well-managed and results-oriented country office.
• Overseeing operations and staffing requirements for the country office and its component projects by participating in review meetings and assessing the managerial and operational capacities of implementing partners in collaboration with the programme and technical team.
• Analyzing operational aspects of project inputs under both UNFPA and partners’ execution in terms of personnel, equipment, subcontracts, procurement, training, etc.
• Supervising administrative staff at the CO and ensuring established procedures are being followed.

Coordinate the planning, expenditure tracking, and auditing of financial resources in accordance with with UNFPA regulations, policies and strategies

• Supervising and monitoring implementation of corporate, financial, procurement, and HR policies and systems, and ensuring adequate training of staff and project personnel on these issues. Ensuring a continuous and up-to-date flow of information between the Brazil CO and the RO/SRO and HQ.
• Ensuring strategic and efficient management of office and programme financial resources while exercising proper financial controls and adherence to corporate financial policies, rules, and regulations. Reporting both locally and to Headquarters (HQ) in a timely manner on established structures. Seeking advice from HQ when deviation from rules and regulations may be necessary and propose alternative solutions to meet programme and office objectives.
• Reviewing and taking corrective action as appropriate on audit findings.

Provide Human Resources services

• Maintaining optimal staffing of office and projects through timely provision (recruitment) and training of human resources (HR) applying HR tools and mechanisms and advising on appropriate contractual modalities. 
• Monitoring implementation by service providers of entitlements (salaries and benefits).
• Establishing and maintaining a harmonious working environment; seeking to strengthen team building by encouraging active participation and interaction at all levels; fostering staff development and empowerment.

Oversee procurement processes

• Maintaining oversight of the timely provision of goods and services for the CO and projects following established corporate procedures regarding sub-contract review and awarding of contracts, evaluating cost effectiveness, and managing the negotiations in connection with eventual agreements.
• Managing CO assets and liabilities and ensuring proper inventory control.

Participate in inter-agency activities

• Participating actively in inter-agency meetings and working groups to ensure UNFPA interests are reflected in common system activities related to common services and premises, cost recovery and cost sharing arrangements, privileges and immunities, entitlements and salary surveys, security etc.
• Liaise with UNDP and other UN agencies on operational issues, activities and collaboration, including the implementation and monitoring of the Common Back Office.

Serve as the focal point for security issues and ensure safety and security of staff

• Brief supervisor and staff on security matters and disseminate relevant information as advised by UNDSS, brief UNFPA visitors on security;
• Ensure full compliance with MOSS and MORSS procedures on security of staff and office premises;
• Provide professional recommendations to the Business Continuity Plan for the Country Office as necessary;
• Liaise with LACRO Security Advisor or their designated staff member on all security matters.     

Carry out any other duties as may be required by UNFPA leadership. 

Work Relations

The OA supervises administrative staff at the CO. Internal contacts include the Representative, Assistant Representative, the CO’s programme technical team, and Operations teams between CO’s among the region.

The OA actively participates in local inter-agency coordination to ensure UNFPA’s needs in common systems and service issues are met. External partners include other UN agencies, the UN Country Team, vendors, and other non-U partners that are essential to the work of the Operations Office.

Qualifications and Experience: 

Education:  

Advanced Degree in Business Administration, Public Administration, Finance, Economics, or related field is required.

Certifications such as PMI, CIPS, among others, will be an additional asset.
 

Knowledge and Experience: 

• A minimum of two years of demonstrable experience in providing management advisory services, overseeing staff and operational systems, and fostering effective collaboration between international organizations and national governments. This experience can be at either the national or international level.
• Depth understanding of HR management policies, financial rules and regulations, and procurement procedures.
• Advanced proficiency in utilizing computers, standard office software (MS Word, Excel, etc.), and web-based management systems such as ERP.
• Proven ability to analyze complex situations, make sound decisions, and lead teams effectively.
• Outstanding verbal and written communication skills, capable of conveying information clearly and persuasively to diverse audiences.
• Prior experience working within the United Nations system is considered a valuable asset.

Languages: 

Fluency in English and  Portugese is required

Working knowledge of Spanish is required

Required Competencies: 

Values:

Exemplifying integrity, 

Demonstrating commitment to UNFPA and the UN system, 

Embracing cultural diversity, 

Embracing change

Core Competencies: 

Achieving results,

Being accountable,

Developing and applying professional expertise/business acumen,

Thinking analytically and strategically,

Working in teams/managing ourselves and our relationships,

Functional Competencies:

• Facilitating quality programmatic results.
• Managing the organization’s financial resources.
• Ensuring compliance with ICT standards and applications.
• Ensuring compliance with Organization’s Policies and procedures.
• Provide procurement services.
• Ensure facilities and assets management.
• Align human resources management with the organization’s strategic direction.
• Attract and develop the country workforce. 

Managerial Competencies (if applicable):

• Providing strategic focus.
• Engaging in internal/external partners and stakeholders.
• Leading, developing, and empowering people, creating a culture of performance.
• Making decisions and exercising judgment

Other Desirable Skills:

Initiative; strong conceptual abilities; sound judgment; strong interest in development work, especially the mission of UNFPA; and dedication to the principles of the United Nations.
 

Compensation and Benefits:

 This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements. 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts. 

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.