Project Operations Associate

Project Operations Associate Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a leave no one behind approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP has been working with national and international partners in the Philippines on the issue of the green and circular economy. UNDP is working with the European Union in implementing the EU Philippines Green Economy Programme (The Programme). The Programme aims to support the Philippines transition towards a green economy, including circular economy, reducing waste and plastic, as well as increasing energy efficiency and renewable energy deployment to support climate change mitigation. The Programme acknowledges that the transition to circular economy will have other added benefits such as reduction of the use of energy and greenhouse gas emissions, improve biodiversity and natural capital, decreased pollution levels, and climate change adaptation.

The Programme addresses three main levels:

• Establishing a Policy Dialogue Platform at the central government level to mobilize EU expertise to facilitate policy formulation, improve city-to-city collaboration through supporting the development of a National Circular Economy Strategy and Roadmap, extend the dialogue to promote renewable energy/energy efficiency, and to apply the dialogues outcomes.
• Working with local government units (LGUs) where EU expertise will support to define and implement circular economy, climate change, and energy policies with a human rights and gender-responsive perspective, outreach and support of local business and civil society, and support less advanced LGUs.
• Enhancing engagement of the private and financial sectors into the circular waste economy creating better conditions for private sector investment by supporting business-driven waste reduction strategies and circular solutions in the production process.

The Programme has 4 specific objectives:

• SO1: Improved circular economy and climate change policies and reduced GHG emissions
• SO2: Enhanced practices of the circular economy by the LGUs in collaboration with the private sector and civil society sector, with a focus on youth and gender equality
• SO3: Enhanced engagement of the private and financial sectors in circular, waste-reduction economy
• SO4: Increased energy efficiency and renewable energy deployment

UNDP is responsible for the implementation and execution of SO2 "Enhanced practices of the circular economy by the LGUs in collaboration with the private sector" with about EUR 23 million funding.

The project will be implemented in at least 20 local government units across the country that will receive the core project interventions.

UNDP Philippines has expertise and experience working with LGUs, and cities to support project development, programme formulation, and policy actions. There are currently ongoing related programmes in the sphere of circular economy which are being implemented and executed by UNDP Philippines.

A key element of the work of UNDP in the field of circular economy is the development of a portfolio of projects, identifying the sources of financing, potential sources of investments - (grants, loans, blended finance, etc.), developing partnerships and designing investment vehicles to match appropriate partners and project proponents in the circular economy sphere in the Philippines.

UNDP Philippines takes overall responsibility and accountability for the delivery of the project outputs. It will be accountable for managing the project, including the monitoring and evaluation of project interventions, achieving project results, and for the effective use of resources, in compliance with UNDP rules and regulations, policies and procedures. These include relevant requirements on fiduciary, procurement, environmental and social safeguards, and other performance standards.

The day-to-day implementation of the project will be led by a Project Manager within a Project Management Unit (PMU) responsible for ensuring that the project achieves the expected targets to the required quality standards and within the specified time and budget allocations. The Project Manager will be supported by a national Project Management Specialist, project support team, technical staff and a pool of contractors to carry out the deliverables of the project. Technical and programmatic backstopping will also be provided by UNDP Country Office teams and in the Bangkok Regional Hub.

The Project Operations Associate shall be directly supervised by the Project Manager, working closely with PMU, Climate Action Programme and Operations Teams, and in coordination with the Impact Advisory Team and the Philippine Accelerator Lab, as necessary.

Duties and Responsibilities:

Ensure implementation of operational strategies focusing on the achievement on results

• Ensure full compliance with UNDP rules and regulations in the implementation of project business processes and other operational matters.
• Establish appropriate project management and delivery targets and monitor the achievement of results.
• Devise appropriate solutions for operational constraints and assist the Project Manager in troubleshooting challenges to project implementation.

Ensure effective project budgeting and financial control:

• In cooperation with the Project Manager and Project Finance Analyst, assist in the preparation of project budget and other planning procedures, and in tracking expenditures.
• Ensure that financial transactions are properly monitored and resources are properly accounted for, including project assets.
• Support budget and delivery forecasts and financial reports and ensure financial integrity of the project through appropriate controls and reporting structures.

Ensure efficient provision of procurement services and quality of project inputs:

• Lead the preparation of procurement plans/strategies, Terms of Reference, specifications, etc. for the effective sourcing of project inputs to implementation.
• Conduct market research and other scoping activities to ensure competitive procurement and efficient use of resources, following value-for-money principles and in line with UNDP rules and regulations.
• Lead the management of project contracts and ensure maintenance and timely receipting of goods and services, conduct regular project corporate and financial housekeeping (e.g. monitoring of contracts/purchase orders, follow-up to vendors/service providers, application of appropriate contract management modalities and actions, etc., monitoring of legal implications, risk management);
• Support project recruitment activities and ensure compliance with corporate human resources policies and strategies.

Support to partnerships and coordination:

• Support the Project Manager in partnerships building, including partners in the development of activity plans and budgets.
• Support the project in narrative and financial reporting processes and requirements.

Competencies:

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:

Procurement

• Procurement Management: The ability to acquire goods, services or works from an outside external source.

Business Direction & Strategy

• Business Acumen: Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.; Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks

Business Development

• Collective Intelligence Design: Ability to bringing together diverse groups of people, data, information or ideas, and technology to design services or solutions.

Business Management

• Resource Management: Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.
• Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience; Ability to manage communications internally and externally, through media, social media and other appropriate channels
• Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.
• 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 clients upcoming needs and concerns.

Required Skills and Experience:

Education:

• Secondary Education is required.
• A University Degree (bachelors degree) in Economics, Business Administration, Accountancy, Natural Resource Management, Social Sciences, Environment, or other relevant field will be given due consideration, but it is not a requirement

Experience:

• Minimum 7 years with Secondary Education or 4 years with bachelors degree of responsible procurement and/or operational experience at the national or international level
• At least two years (2) of previous experience in administrative and implementation support at national or international level for programme/project development, implementation, and management, including in the areas of waste management, sustainable consumption and production, circular economy, marine litter, sustainability, climate action, or related fields.
• Experience in handling of web-based management systems (preferably Quantum)
• Proven experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc.)
• Procurement certification such as CIPS, CPM or APICS/CSCP would be a key advantage.
• Financial management background would be an asset.
• Work experience with an international organization is an asset.

Required Languages:

• English and Filipino

Disclaimer

Important information for US Permanent Residents (Green Card holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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Job ID 300000027528201