Project Operations Associate – SDG16 Portfolio

UNDP has been present in Sri Lanka for 55 years, supporting the nation to achieve sustainable human development on economic, social, and environmental fronts. As it embarks in the effective implementation of the new Country Programme Document (2023-2027) the country office envisages a programme portfolio that  (i) responds to national priorities and related opportunities in the current socio-economic context; and (ii) adequately anticipates emerging development challenges and new opportunities for expanding the Country Office (CO’s) programme.  UNDP Sri Lanka envisions a new office structure adapted to current and future needs of the country, underpinning its advisory and programmatic offer while at the same time delivering solid implementation support. It also promotes a more collaborative approach to work across the office and with external partners.

UNDP Sri Lanka’s Flagship Portfolio on SDG16 - Peace, Justice and Strong Institutions brings together inclusive governance and peacebuilding work under one umbrella. The Portfolio is implemented by UNDP as part of its Country Programme and the United Nations Sustainable Development Framework and enables the provision of cohesive and integrated support to the Government of Sri Lanka. In this context, the Inclusive Governance thematic area within the programme team implements, develops and manages knowledge and policy, forge partnerships and oversee projects which contribute to transparent, efficient and equitable governance system where citizens can take part in the decision-making processes of the country. The team deploys a portfolio approach to address governance deficits and strengthen the effectiveness of key institutions to deliver people-centered services. 

Reporting to the Programme Operations Analyst - Inclusive Governance Team (IGT) (Organigramme attached).

S/he is responsible for establishing and maintaining good working relationships with related government officials, with civil society representatives and all other related partners. The main areas of responsibility of the Project Operations Associate will be programme support, administrative, financial and logistical work within UNDP Office in Sri Lanka.

Under the direct supervision of the Programme Operations Analyst of the Portfolio, the project Associate works in close collaboration with the Operations, Programme and projects’ staff in the CO and UNDP Regional Hub, and UN Agencies to exchange information and resolve complex finance-related issues.

Provides support for the administration and implementation of programme/operations strategies. 

• Effective application of RBM tools and establishment of management targets. 
• Full compliance with UN/UNDP rules and regulations and other relevant policies on financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
• Provision of inputs for preparation of cost sharing, trust fund and other agreements, follow up on contributions within the CO resource mobilization efforts.
• Drafts/produces various documents to help with management monitoring and evaluation of projects-programmes, (e.g. summary table of AWPs, summary table of overall programmatic expenditures, determination of unutilized funds, drafts/compiles funding gaps matrix for the CO and keeps it updated, etc.);
• Checking programme related finance reports.

Provides effective support to administration of budgets and functioning of the optimal cost-recovery system.

• Provision of information for formulation of work plans, budgets, proposals on implementation arrangements and execution modalities.
• Tracking and preparing spreadsheets on mobilized resources.
• Processing of cost-recovery bills in the system for the services provided by elaboration and implementation of the income tracking system and follow up on cost recovery.
• Extraction of data from various sources.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Maintenance of the filing system
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Assists in the organization and coordination of all existing and future programme/project activities.
• Prepares materials for and creates Power Point presentations on relevant programme/project topics as may be required and selects and makes pertinent abstracts and undertakes searches for project related information.
• Drafts correspondence takes instructions on a variety of project related subject-matters. 
• Provides logistical, administrative and secretarial support and related processes, and programme management,

Provides accounting and administrative support.

• Proper control of the supporting documents for payments, preparation of the supporting documents for payments and financial reports for projects
• Processing of transactions, ensuring that they are correctly recorded and posted in UNDP’s financial management system (Quantum) in conformity with the internal expenditures control system.
• Timely corrective actions on erroneous in the system
• Compilation of data for internal/external audit.
• Provision of inputs to reports including donor reports.

Facilitate knowledge building and knowledge sharing in the Country Office.

• Participation in the organization of training for the office staff on programme/operations related issues.
• Synthesis of lessons learned and best practices in programme finance.
• Sound contributions to knowledge networks and communities of practice.

Perform any other tasks assigned by the supervisor and support backstopping arrangements of the team members as and when required.

Impact of Results

• The key results have an impact on the overall CO efficiency in programme financial resources management and success in implementation of programme/operations strategies. Accurate analysis and presentation of financial information enhances UNDP position as a strong development partner. The information provided facilitates decision making of the management.

Core competencies:

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements. 
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible. 
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination. 

Cross-Functional & Technical competencies: 

2030 Agenda  Gender               

• Gender Mainstreaming 

Business Management           

• Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.
• Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.; Provide inputs to the development of customer service strategy.; Look for ways to add value beyond clients' immediate requests.; Ability to anticipate client's upcoming needs and concerns.
• Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.

Procurement  

• Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Finance              

• Budget Management: Ability to support budgetary aspects of the work planning process, drawing and management of budgets.